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CITY OF EL MIRAGE
PROFESSIONAL SERVICES CONTRACT
Contract No. EM22-PWB0I
THIS PROFESSIONAL SERVICES CONTRACT is made and entered into this 8th day of September
2022, ("Effective Date") by and between the City of El Mirage, an Arizona municipal corporation
("City"), and LEA-Architects, L.L.C. ("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 architectural and engineering
services for the design of a new Public Works building ("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 perfonn the requested Services.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual promises and obligations set for herein, the
parties hereto agree as follows:
1.1
DESCRIPTION, ACCEPTANCE, DOCUMENTATION
Consultant shall act under the authority and approval of the Procurement Administrator for the
City to provide the Services required by this Contract. The Procurement Administrator for the
City shall be Valerie Ojeda, or designee. The Procurement 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.
1.2
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. In the event of a
discrepancy between this Agreement and Exhibit "A", this Agreement shall control over Exhibit
" A".
1.3
DOCUMENTATION AND DAT A
All documents, including but not limited to, data compilations, studies, and reports which are
Page I of 10
Contract No. EM22-PWB0 I
prepared in the performance of this Contract are to be, and remain the property of, the City and
arc to be delivered to the Contract Administrator before final payment is made to the Consultant.
2.1
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 One Hundred Fifty-Nine Thousand
Fifteen Dollars and Fifty Cents ($159,015.50).
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 pe1taining 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 detem1ination of work perfom1ed and payment due.
Consultant's records (hard copy, as well as computer readable data) and any other suppo1ting
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 (I%) 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.
2.2
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
Contract No. EM22-PWB0 I
2.3
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 fonn. 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.
3.1
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 June 30, 2023.
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.
3.2
TERMINATION
3.2.1
Tennination 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
Page 3 of 10
Contract No. EM22-PWB0I
portion of the work, if any, not accepted by City.
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
po1tion of the work for which Services have not been perfom1ed by the Consultant. In the
event the City terminates this Contract or any pa1t 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 perfonned to the date of
such tennination 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 detennine 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.
3.3
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 1st 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.
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Contract No. EM22-PWB0 I
4.1
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.
4.2
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 cou1is 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 cowis for such pw-poses.
4.3
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.
4.4
MODIFICATIONS
Any amendment, modification, or variation from the tenns of this Contract shall be in w1iting and
shall be effective only after approval of all parties signing the original Contract.
4.5
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 Procurement Administrator.
4.6
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.
4.7
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, neither party shall be entitled to
receive from the other party attorneys' fees, costs, or expenses.
4.8
INDEPENDENT CONTRACTOR
The Services Consultant provides under the terms of this Contract to the City are that of an
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.
Page 5 of 10
Contract No. EM22-PWB0I
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.
4.9
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 ).
4.10
NOTICES
All notices or demands required to be given pursuant to the tenns 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:
In the case of City
With a copy to:
LEA-Architects, L. L.C.
Attn: Lance Enyart, AlA
1730 East Northern A venue, Suite l l 0
Phoenix, Arizona 85020
City of El Mirage
Attn: City Manager
10000 N. El Mirage Road
El Mirage, Arizona 85335
City of El Mirage
Attn: City Attorney
l 0000 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.
4.11
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 ea11hquakes.
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Contract No. EM22-PWBOI
4.12
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.
4.13
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: ( l) any inf01mation 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.
4.14
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.
4.15
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.
4.16
SUBCONSULTANTS
During the perfom1ance 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 tem1s and conditions of
this Contract rests with the Consultant.
4.17
INDEMNIFICATION
The Consultant agrees, to the fullest extent permitted by law, to indemnify and hold ham1less 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
whatsoever for the other party's own negligence or for the negligence of others.
Page 7 of 10
Contract No. EM22-PWB0I
4.18
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 e1rnrs 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 Depa11ment 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 ( I 0) 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. Consultant shall also submit to the City a copy of Consultant's insurance policy
endorsements indicating that the City is an additional insured under Consultant's insurance
policies as required herein.
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.
4.19
FEDERAL AND STATE EMPLOYMENT IMMIGRATION LAWS AND OTHER
REQUIREMENTS
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
nonnal 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.
Page 8 of 10
Contract No. EM22-PWB0 l
A breach of the Immigration Warranty shall constitute a material breach of this Contract and shall
subject the Consultant to penalties up to and including termination of this Contract at the sole
discretion of the City.
Neither the Consultant nor any Sub-contractor shall be deemed to have materially breached the
Professional Immigration Wan-anty if the Consultant or Sub-contractor establishes that it has
complied with employment verification provisions prescribed by Sections 274A and 274B of the
Federal Immigration and Nationality Act and the E-Verify requirements prescribed by A.R.S. §
23-214(A).
The provisions of this Article must be included in any contract the Consultant enters into with any
and all of its Sub-contractors who provide services under this Contract or any sub-contract.
"Services" are defined as furnishing labor, time, or effort in the State of Arizona by a professional
or sub-contractor. Services include construction or maintenance of any structure, building or
transportation facility or improvement to real property.
Consultant understands and acknowledges the applicability to it of the Americans with
Disabilities Act, the Immigration Reform and Control Act of 1986 and the Drug Free Workplace
Act of 1989. The following is only applicable to construction contracts: The Consultant must
also comply with A.R.S. § 34-301, "Employment of Aliens on Public Works Prohibited", and
A.R.S. § 34-302, as amended, "Residence Requirements for Employees".
4.20
SEVERABILITY
If any tenn or provision of this Contract shall be found to be illegal or unenforceable, then
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.
4.21
DEGREE OF CARE
Professional shall exercise the same degree of care, skill, and diligence in the perfom1ance of the
Services as is ordinarily possessed and exercised by a professional under similar circumstances.
4.22
THIRD PARTY BENEFICIARIES
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than
the City and Professional.
4.23
ISRAEL BOYCOTT
Consultant certifies that it is not currently engaged in and agrees for the duration of this
Agreement that it will not engage in a "boycott", as that term is defined in A.R.S. § 35-393, of
Israel.
[Signature page follows]
Page9ofl0
CITY OF EL MIRAGE
ATTEST:
Contract No. EM22-PWB0I
CONSULTANT: LEA-Architects L.L.C.
By: Lance Enyart, AIA
Print Name
By:«= L
_......... £;2(
Signature
Its Principal
Title
Page 10 of 10
LEA. - A.rchitect s, LLC m
Architecture
Planning
Interiors
Construction Management
1730 East Northern Avenue, Suite 110
Phoenix, Arizona
85020
Phone: 602.943.7511
Fax: 602.943.7784
email: lnfo@lea-archltects.com
www.lea-archltects.com
Exhibit A
City of El Mirage Public Works Building
Architectural/Engineering Design
Scope of Services Narrative
LEA - Architects, LLC
August 05, 2022
Revised August 22, 2022
I.
BRIEF DESCRIPTION OF PROJECT
Project Site is located at the Existing Public Works Yard@ 10355 N 121 st Ave. (S. of Peoria Ave. and
along N. 121 st Ave).
Public Works Building will be approx. 6,400 SF
• Lobby (300 SF)
• (10) Private Office (110-125 SF / Each)
• Open Office (approx. 16 workstations)
• Large Cont. Room (600 SF)
• Conf. Room (250 SF)
• Storage (250 SF)
• Mail Room (125 SF)
• Break Room
• Physical Fitness Area
• Men's/Women's Restrooms (250 SF)
• IT / Jan . . Elect.
Page 1 of 8
City of El Mirage Public Works Building
Architectural Design Scope of Services Narrative
LEA - Architects, LLC · 8/05/22 Rev. 8/22/22
PUBLIC WORKS BUILDING
~Esr ~,r I OPTIO J A
10TAl SI
O • OO sf
A. City of El Mirage Publics Work Building - Estimated Construction Budget of $1.75 - $2.0 M
II.
GENERAL REQUIREMENTS
A. DESIGN STANDARDS
1. All work shall conform to:
a. M.A.G. and other governmental/utility agency standard specifications.
b. City of El Mirage MAG Supplemental Specifications and Standard Details.
c. Title 34, Arizona Revised Statutes Regulation Public Buildings and Improvements.
d. City of El Mirage adopted Building Codes and ordinances.
e. City of El Mirage Design Standards and Policies Manual.
f.
LEED standards from the USGBC for LEED certification, if required.
8. QUALITY CONTROL
1. The Architect is responsible for quality control of his work. The Architect shall provide a
list of sub-consultants for the project, which will not be changed without the approval of
the City of El Mirage.
C. PROJECT DESIGN SCHEDULE
1. Set design schedule prior to commencing work. Include dates for submittal of schematic
design, design development, and construction documents.
2. Submit monthly status reports indicating progress of the design and conformance with
the project design schedule. If the project is not on schedule, the Architect will
document reasons therefore and procedures required attaining original schedule.
D. COORDINATION
1. City Agencies:
The Architect shall provide coordination with the City of El Mirage Departments designed
by the City of El Mirage Project Manager as having an interest or authority over the
work. The City of El Mirage will provide too the Architect copies of design guidelines,
standards and specifications required by the various departments.
Page 2 of 8
City of El Mirage Public Works Building
Architectural Design Scope of Services Narrative
LEA - Architects, LLC 8/05/22 Rev. 8/22/22
Ill.
SUBMITTALS
A. GENERAL INFORMATION
1. The City's function in connection with submitted plans, specifications, construction cost
estimates, design reports, etc. is review for conformance with design standards,
procedures and criteria established by the City.
2. The Architect shall be responsible for:
a. Compliance with Design Criteria and Procedures and Scope of Work.
b. Preparation of plans and specifications of a quality representative of the profession,
which are both clear and of sufficient detail to provide the Contractor direction by
which this project any be constructed.
c.
Requesting and obtaining available materials, maps, as-builts, reports, etc., as may
be applicable to this project.
d. Ongoing communication and informal contact with the City of El Mirage.
B. GENERAL REQUIREMENTS
1. All submittals shall be made to the City of El Mirage. A Building Project generally
consists of a schematic design, design development and construction document
submittal to the City for review, comment and final approval.
2. It shall be the Architect's responsibility to assist the City of El Mirage Project Manager
with submitting plans for review and coordinate with all agencies designated by City of El
Mirage as having interest or jurisdiction over this project.
IV.
MEETING PARTICIPATION
As part of the contractual relationship with the City, the Architect shall attend monthly
coordination meetings. The Architect shall prepare minutes that outline meeting discussions
and address action items and the responsible parties. LEA-Architects and the City of El Mirage
shall review and approve all minutes. Minutes shall be submitted within 5 days of the meeting
date.
V.
DESIGN PHASE SERVICES
DATA COLLECTION/ RESEARCH/ SITE INVESTIGATION
1. Site visit with City of El Mirage
a. Prior to any work commencing.
b. Ensure understanding of scope.
2. Record drawings
a. The Architect shall request and obtain all available information with the assistance from the
El Mirage Project Manager.
3. Existing reports/studies
a. Utilize and incorporate where possible any available reports/studies/plans.
PROGRAM VERIFICATION
1. LEA will review existing information provided by City of El Mirage, which includes existing site,
utility, structural analysis and building information.
2. LEA will provide limited research for current City of El Mirage requirements that will be
incorporated into the design of the Public Works Building.
Page 3 of 8
City of El Mirage Public Works Building
Architectural Design Scope of Services Narrative
LEA - Architects, LLC · 8/05/22 Rev. 8/22/22
SCHEMA TIC DESIGN
1. The Architect shall prepare a preliminary evaluation of the project and its budgetary constraints
and review with the Contract Administrator any inconsistencies between program requirements
and budget limitations.
2. The Architect shall prepare and submit all materials, attend meetings and make presentations
required to obtain City of El Mirage Development Review Board approvals.
3. Site Analysis - The architect will evaluate the site and prepare preliminary concept site plan
options based on approved programming information to determine the best site layout. This
evaluation will be presented to the City of El Mirage prior to continuation of the Schematic
Design Phase
4. As a result of (1) above, prepare schematic design studies resulting in a design concept. The
Architect shall prepare schematic design documents including the following:
a.
Plans - 1/8" scale as approved Floor Plans
1)
Showing space relationships
2)
Identification of rooms/spaces with room size
3)
Identification of mechanical spaces
4)
Overall dimensions
5)
Roof plans showing equipment location, access, drainage and pitch
6)
Identification of proposed structural systems
b.
3D SIM Model /Renderings/ Elevations
1)
30 SIM Model / Renderings of the building exterior and key interior spaces
2)
All exterior building elevations
3)
Material identification and color
c.
Sections
1)
Longitudinal section
2)
Cross section
3)
Special structural or casework sections
4)
Typical wall sections to show materials, relationships and construction intent
d.
Site Plan
1)
Building location and orientation
2)
Automobile parking lot, including handicap spaces
3)
Drives/walkway/hardscape
4)
Landscape areas, including preliminary plant identification
5)
Security considerations, e.g., site lines
6)
Zoning, including adjacent parcels
e.
Outline Specifications
1)
Structural system, plumbing mechanical and electrical
2)
Special systems
3)
Exterior wall construction
4)
Energy conservation considerations
5)
General interior finish schedule, identifying carpeted areas and other floor
finishes, wall finishes and ceiling materials
f.
Code Analysis - Including areas where variances would be required and reasons
why compliance would be difficult.
g.
Statement of Design Concept and Philosophy - General written description of the
concepts and considerations which lead to the design solution.
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5. Architectural/ Topographic Survey (Note: Expanded Area Survey is additional service)
a.
Topographic survey, including utility locations, utilizing City of El Mirage datum.
b.
Survey will include all above ground and accessible underground features.
c.
Results of survey to be plotted at a minimum scale of 1 "=20" with 1' contour
intervals.
6. The design team, including sub-consultants, will participate in a review meeting of schematic
design documents with the various City departments.
DESIGN DEVELOPMENT
1. Based on the approved SCHEMATIC DESIGN, the Architect shall prepare design development
documents sufficiently annotated and detailed to adequately convey the size and character of
the project and further define the finish materials, structural, mechanical, electrical and any
special systems. In addition, a color board of building materials will also be presented. The
Design Development submittal should include the following:
a.
Plans - 1 /8" = 1 '0" scale unless noted
1)
Dimensioned floor plans showing partitions, doors, windows and columns
2)
Enlarged plans at ¼" = 1 '0" scale of special areas.
3)
Enlarged toilet room plans at ¼" = 1 '0" scale showing fixtures, dimensions
and accommodations for the disabled
4)
Reflected ceiling plans showing lighting layout and mechanical diffusers
5)
Roof plan(s) showing equipment, drains, hatches and traffic treads
6)
Enlarged mechanical room plans at ¼" = 1 '0" scale showing major
mechanical equipment to scale and equipment service space (e.g., filter
pulls, boiler tube pulls, etc.)
7)
Mechanical plans showing main (primary) duct distribution and equipment
schedules Structural plan(s) showing major framing members and columns,
dimension column grid, typical floor and roof
8)
LEA-Architects- construction details, and design live and dead load
calculations
9)
Electrical plans showing power distribution, fixture and equipment schedule,
special systems diagrams, including telephone and data systems
10)
Plumbing plans showing plumbing fixture and equipment schedule, water,
waste and vent riser diagrams with pipe sizes
11)
Foundation plan, with footing and foundation sizes, reinforcing and
elevations
b.
Elevations - 1 /8" = 1 '0" scale
1)
Same elevations as called for in Schematic Design phase, but showing
(identifying) all materials, colors, light fixtures, louvers, roof mounted
equipment, penthouses, downspouts, etc.
2)
Interior elevations of special areas identified in A.2 above. Interior
elevations shall show all materials and pertinent vertical dimensions
c.
Sections
1)
Typical wall section through solid exterior walls at ½" = 1 '0" scale
2)
Typical exterior wall section through window/store front construction at ½" =
1 '0". Wall sections shall show materials, bond beams, lintels, flashing,
masonry coursing, beam bearing, roof construction, sill and head conditions
and floor foundation connection
3)
Cross section and longitudinal sections at 1/8" = 1 '0" showing roof and floor
construction, ceiling height and major duct space
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City of El Mirage Public Works Building
Architectural Design Scope of Services Narrative
LEA - Architects, LLC - 8/05/22 Rev. 8/22/22
4)
Section through roof penetrations at ½" = 1 '0" showing curbs and flashing
d.
Site Plan
In addition to Schematic Design information, provide:
1)
Grading and drainage
2)
Utility service entrance points
3)
Landscape plan/Irrigation plan
4)
Site lighting: including submittal of light fixture cut sheets
5)
Pavement sections, pedestrian walkways, apron access ways, and similar
improvements
e.
Specifications
1)
Supplementary General Conditions or Project Procedures and Details
2)
Index of final specifications
3)
Technical specifications
4)
Interior finish and door schedules with color and material palette
f.
Code Evaluation
1)
Written report of preliminary reviews with Planning Division Development
Services Division
2)
Architect shall have filed for and received disposition of variances identified
in the Schematic Design phase
2.
Geotechnical Report (Additional Service)
a.
Sealed by Arizona-registered Geotechnical Engineer.
b.
Vicinity map of project limits.
c.
Plot plan showing location of borings.
d.
Detailed description of findings.
e.
Summary and results of laboratory tests performed.
3.
The design team, including sub-consultants will participate in a review meeting of design
development documents with various City departments.
CONSTRUCTION DOCUMENTS
1.
After the design development documents and construction cost estimates receive written
approval from the City of El Mirage, the Architect shall prepare construction drawings, plans
and specifications to include architectural, structural, mechanical, electrical, civil, and
landscape as appropriate to allow for the bidding and construction of the project.
2. The Architect shall assist the City of El Mirage Project Manager with submitting the construction
documents to the Authority having jurisdiction over the project. It shall be the Architects
responsibility to comply with all Federal, State and local codes in effect at the time the drawings,
plans and specifications are approved.
3. The Architect shall coordinate the preparation of the technical specifications with the City of El
Mirage standard General Conditions for format and content consistency.
4. The design team, including sub-consultants will be required to participate in a review meeting of
the construction documents with various City departments.
5. All comments from the construction document review shall be resolved and the Architect shall
deliver a complete set of professionally sealed contract documents to the City. The City will
provide a final review of all documents back checking the review comments and will notify the
Architect immediately of any outstanding issues, which would prohibit final approval of the
project.
6. The city will be responsible for the reproduction and distribution of bidding documents.
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City of El Mirage Public Works Building
Architectural Design Scope of Services Narrative
LEA - Architects, LLC - 8/05/22 Rev. 8/22/22
BIDDING/GMP PHASE SERVICES
A.
During the bidding phase, the Architect shall make services available to the General
Contractor's for interpretation of the plans and specifications and review of prior
approved equal product submittals. Requests for approved equals shall be processed in
strict conformance to the requirements of Title 34, Arizona Revised Statutes. The
Architect shall develop and provide to the City all required project addenda during the
project bidding phase.
VI.
SPECIAL SERVICES (Additional Design Requirements)
LEA has included the following fees, which can be utilized for the outlined tasks:
A.
Geotechnical Report - As outlined in Design Development Design
B.
Design Reimbursable Allowance - LEA has included an allowance for travel and
reimbursable expenses
C.
Civil Engineering (Campus Retention Analysis) -
LEA has included cost for Civil
Engineering Analysis of the existing El Mirage Public Works Campus Retention Basin to
substantiate that it will retain the required on-site storm water retention. (Note: Should
the analysis determine that the existing retention is not sufficient, and the City of El
Mirage wishes to modify/increase the retention basin additional fees will be required for
this added scope of work.)
Untitled Map
VII.
CONSTRUCTION PHASE SERVICES
LEA Architects will submit Construction Administration Fees as requested by City of El Mirage
following the Design Phase of the Project
VIII. General Assumptions and Clarifications
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City of El Mirage Public Works Building
Architectural Design Scope of Services Narrative
LEA-Architects, LLC - 8/05/22 Rev. 8/22/22
1.
LEA Architects has not included costs for structural engineering (if required) for relocation of
the existing parking canopy.
2.
We have not included additional costs for Fire Sprinkler and/or Fire Alarm Design submittals
which will be completed by the contractor as deferred submittals.
3.
We have not included additional costs for USGBC LEED Certification.
4.
We have included limited coordination with El Mirage IT for conduit stub-ups/ rough in into
building walls to accessible ceiling space. The City of El Mirage shall be responsible for AV
/ telco / data systems and cabling.
5.
We have included limited coordination of FF&E with City of El Mirage Furniture Vendor for
design layout purposes. It is our understanding that these items will be purchased by City of
El Mirage. We will provide power/data outlets in accordance with the requirements provided
by City of El Mirage and/or the Furniture Vendor selected by City of El Mirage as part of our
base scope of services.
6.
We have not included coordination, specification or procurement of any desktop computer
equipment, copiers, fax machines, or other office equipment. It is our understanding that
these items will be purchased by City of El Mirage. We will provide power outlets in
accordance with the requirements provided by City of El Mirage as part of our base scope of
services.
7.
We have included allowance for limited drawing reproduction within our proposal. This
allowance will cover limited normal document printing, plotting and reproduction through
bidding of the project. Costs for reproducing plans/specs "issued for construction" are not
included.
8.
Legal Descriptions, Rezoning or rezoning exhibits are not included.
9.
Construction Administration and Post Construction Services are not included
10.
Building Commissioning (Fundamental/ Enhanced) are not included
11. Existing Building Hazardous Material Assessments are not included
IX. City of El Mirage Responsibilities
1.
Provide all available site documentation, including utilities and drainage reports
2.
Participate in design meetings
3.
Coordinate interdepartmental communication
4.
Provide document review and feedback at each phase
5.
Pay all permit submittal fees
6.
Design/ Procurement of security systems, access control systems, CCTV, and Alert Monitor
via City vendors
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