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Resolution 2006-025 STATE OF ILLINOIS ) )ss COUNTY OF KENDALL ) RESOLUTION NO. 2006- RESOLUTION APPROVING AGREEMENT WITH SENTE- RUBEL - BOSMAN -LEE FOR PROFESSIONAL SERVICES WHEREAS, the City Council of the United City of Yorkville has considered approval of an agreement with Sente- Rubel - Bosman -Lee for Professional Services for a Conceptual Design for Parks Maintenance and Administrative Facility; and WHEREAS, a copy of said agreement is attached hereto and incorporated herein as Exhibit "A "; and WHEREAS, the agreement shall be for and amount not to exceed $24,000 for the Conceptual Design, and NOW THEREFORE, upon Motion duly made, seconded and approved by the majority of those members of the City Council voting, the Agreement in the form set forth in Exhibit "A" is hereby approved, and the Mayor and City Clerk are authorized to execute said Agreement on behalf of the United City of Yorkville. JAMES BOCK c JOSEPH BESCO c� v J VALERIE BURD , ,, PAUL JAMES DEAN WOLFER MARTY MUNNS u ROSE SPEARS JASON LESLIE Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this Day of , A.D. 2006. MAYOR Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this day of , A.D. 2006. ATTEST: CITY CLERK Prepared by: John Justin Wyeth City Attorney United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 I' The power of promises kept. February 16, 2006 Revised March 22, 2006 Mr. Scott Sleezer 17D Interim Executive Director h14 United City of Yorkville UL , Park and Recreation Department Sente•Rubel 800 Game Farm Road Architects s it a t • L Yorkville, IL 60560 t Architects Ltd. . Re: United City of Yorkville Park and Recreation Department New Park Maintenance and Administrative Facility SRBL Client Fee No. P06918 Dear Mr. Sleezer, It is great to hear that the United City of Yorkville Park and Recreation Department is ready to move forward with the design and construction of your new Park Maintenance and Administrative Facility. Having successfully completed the Space Needs Study for this facility, SRBL Architects is excited to continue work on this project to make the City's dream a reality. We are in a great workload position to assist you with your request at this time and so look forward to beginning immediately. To recap a few facts, the proposed site for the new Park Maintenance and Administrative Facility is located east of Route 47 between Kennedy Road on the north and Lakeside Avenue on the south. The building will reflect the same building features as outlined in our completed Space Needs program, which include a maintenance component, administration, vehicle and equipment storage, cold storage and outdoor yard area. Based on the Space Needs Study, the new Park Maintenance and Administrative Facility will be 20,161 SF and the exterior storage buildings on the site will total 13,000 SF. The cost of construction budget from the Space Needs Study was estimated to range from $3,600,000 to 3,900,000. The facility will be planned and designed for use by the Park and Recreation Department, and temporarily shared with the City's Public Works Department upon occupancy until such time that a new facility is planned and constructed for Public Works. The size of the building was based upon a projected population growth in the City, and the Park and Recreation Department's future needs based on that growth. Therefore, the size of the building will be able to serve both departments in the immediate future, but not for the long term. We understand that the City is committed to moving forward with the implementation of the study and proceeding with design, construction documents and construction and yet would like to move forward in smaller steps so that everyone feels comfortable as the project evolves. Therefore, we are suggesting that the next step begin with a conceptual design that communicates the building's plans and exterior building appearance to City and Park Department officials. We will develop floor plans, site plans and colored perspectives /renderings of the Park Maintenance and Administrative Facility. This step would allow the Park and Recreation Department to have an understanding of the building's design before you proceed into the - Schematic Design phase of the project. Our fee for the Conceptual Design will be $24,000. 1955 Raymond Drive, Northbrook, Illinois 60061 USA tel 847.271.9500 fax 847.271.9510 www.srblarchitects.com Page 2 United City of Yorkville 2/16/06; revised 3/22/06 P06918 With the completion of the conceptual design, SRBL will be able to give a more precise budget number. Anytime that plans are drawn, you have more concrete data from which to estimate. Also, given the current economic climate, it is wise to update your budget before moving ahead with the entire design. If you authorize us to proceed into the Schematic Design phase within ene- rf►enth 60 days ofcompletion of the Conceptual Design, we will credit the full amount ($24,000) toward our design and construction fee. Additionally, as stated in our proposal for the Space Needs Study, dated October 28, 2004, we will also credit half of our Space Needs Study fee ($3,875) toward our design and construction administration fee. Once the Conceptual Design is completed, we can proceed with complete architectural and engineering services for Schematic Design (SD), Design Development (DD), Construction Documents (CD), Bidding and Construction Administration for Yorkville's Park Maintenance and Administrative Facility. SRBL proposes a fee of 8 %. This fee includes the Basic Services that were outlined in our previous October 28, 2004 proposal, to include architecture, mechanical, electrical, plumbing, structural and civil engineering and landscape architecture. Should the size of the building or scope of the project change significantly, SRBL's fee will be reviewed and amended. Once SRBL is authorized to begin work, the City is able to stop work at any time, for any reason. We will not proceed into the next phase of work without your approval. We are available to begin the conceptual design services immediately and have this phase complete within 6 weeks. With your approval, we will start the work on ', Apri/X" and can be complete by May12. Based on allowing up to 60 days for your authorization to proceed with Schematic Design, we have revised the project schedule as outlined below, Conceptual Design 6 weeks April to May 12 City of Yorkville Approval Period May 12 to July 12 (approximate) SD, DD, CD 5 months August - December Bidding 1 month January 2007 Construction Start March — April 2OO7 weather dependent Construction Completion Fall 2007 The Principal in Charge and your main contact will be Mr. John Bosman. Your Project Manager will be Mr. Paul Vassos. Mr. Bosman and Mr. Vassos will work closely together to ensure the success of your project throughout all phases of work. Our standard office policy for invoicing services rendered is once a month. Invoices for the current month are calculated for that month and are sent to be received by the 1s of the next month. We request payment within a 30 day period. The total fee will be divided into the following five phases of work as listed below. We will bill according to the amount of work in each phase that has been completed during the month. Schematic Design 15% Design Development 20% Construction Documents 40% Bidding 5% Construction Administration 20% There will be some reimbursable expenses during the project that are not included in our fee. Such items will include but not be limited to legal and topographical surveys, reproduction of documents for bidding and Page 3 United City of Yorkville 2/16/06; revised 3/22/06 f P06918 construction, special deliveries, and materials testing during construction. These items can be charged directly to the City or handled through our office at a multiplier of 1.10. If our proposal for this next phase of work is agreeable, please sign both copies and return one copy to SRBL for our files. For the Concept Design phase, this letter will serve as our contract. When Schematic Design begins, we will develop an AIA 8151 contract for the remainder of the project. In fact to save time, we might want to initiate a contract for your attorney's review, or visa versa, as we prepare the Conceptual Design so that we can continue to work towards a time efficient schedule. Being able to provide the City of Yorkville with a plan for how to move forward on this project in a thoughtful and logical manner that is at a comfortable pace for both the Park Board and City Council is our goal. With the depth of SRBL's park maintenance facility experience, our specialty in serving park agency and municipal clients, and our understanding of Yorkville's space needs, SRBL is well qualified to guide the City through this exciting new project. Sincerely, SENTE RUBEL BOSMAN LEE ARCHITECTS LTD. The Power of Promises Kept L �" - JOHN P. BOSMAN, AIA Principal in Charge, Architect it A/, United City of Yorkville Representati 7 Dare