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Home My WebLink AboutPR 19469 LABICHE ARCHITECTURAL GROUP CONTRACT - ROSE HILL MANOR Memorandum City of Port Arthur, Texas Civic Center Department TO: Brian McDougal, City Manager FROM: Adam J. Saunders, Civic Center Director DATE: August 8, 2016 updated SUBJECT: Proposed Resolution No. 19469 REQUEST: The Civic Center Department has recently taken over Rose Hill Manor. Much repair and maintenance is needed. Some of the repairs will be budgeted in the FY 2017. In order to maintain the historical nature of the building, and to insure any possible future grants and/or tax credits are available, a plan must be submitted for approval by the Texas Historical Commission. LaBiche Architectural Group, Inc., of Beaumont, Texas, will provide the needed paperwork and drawings required, as well as walk this through the approval of the Commission. The fixed fee for this agreement is$70,000.00; however, Mr. LaBiche will give the City a credit of$4,000.00 for cost survey completed for the City of Port Arthur in 2014, for a total project fee of$66,000, plus reimbursable expenses not to exceed $1,500. ANALYSIS/CONSIDERATION: There are a lot of needed repairs at the building. There is money budgeted for next year to do a small portion of these repairs. Any repairs done must be part of an approved plan submitted to the Texas Historical Commission. Doing this insures the City will be eligible for any future grants or tax credits we may pursue. Labiche Architectural Group has done a previous study and report on Rose Hill Manor, so they are familiar with the building. They also have experience putting together the paper work, drawings, etc. needed. They also have experience dealing with the Texas Historical Commission, and getting their approval. The plan we will submit to the Commission will be for repairs and maintenance above what we have budgeted for FY '17. We are doing this to make available for the next few years budgets to allow for further work without having to request approval from the Commission and the cost of the drawings, paperwork and approval assistance each year. RECOMMENDATION A resolution authorizing the City Manager to enter into an agreement with the LaBiche Architectural Group, Inc., of Beaumont, Texas, for the development of professional plans for repairs to Rose Hill Manor and submission to the Texas Historical Commission, as well as working with the Texas Historical Commission for approval, for a fixed fee of$70,000.00; however, Mr. LaBiche will give the City a credit of $4,000.00 for cost survey completed for the City of Port Arthur in 2014, for a total project fee of $66,000, plus reimbursable expenses not to exceed$1,500. BUDGETARY AND FISCAL EFFECT Funds available in Account No. 140-1405-551.59-00. STAFFING EFFECT None P.R. No. 19469 08/08/16 updated AJS/gt PAGE 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE LABICHE ARCHITECTURAL GROUP, INC., OF BEAUMONT, TEXAS, FOR THE DEVELOPMENT OF PROFESSIONAL PLANS FOR REPAIRS TO ROSE HILL MANOR AND SUBMISSION TO THE TEXAS HISTORICAL COMMISSION, AS WELL AS WORKING WITH THE TEXAS HISTORICAL COMMISSION FOR APPROVAL, FOR A FIXED FEE OF $66,000.00, PLUS REIMBURSABLE EXPENSES NOT TO EXCEED $ 1,500.00. FUNDS ARE AVAILABLE IN ACCOUNT NO. 140-1405-551.59-00. WHEREAS, the Rose Hill Manor is in need of repairs; and WHEREAS, in order to insure any future grants or tax credits, it is prudent to develop professional plans for the repairs of Rose Hill Manor; and WHEREAS, the said plans must be submitted to the Texas Historical Commission for approval and assistance is needed for the approval; and WHEREAS, the LaBiche Architectural Group, Inc. is qualified to perform a professional assessment, develop professional plans, submission of plans and assistance in the approval of plans from the Texas Historical Commission. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions in the preamble are true and correct. THAT, the City Manager is hereby authorized to enter into an agreement with the LaBiche Architectural Group, Inc. to develop professional plans for repairs to Rose Hill Manor and submission to the Texas Historical Commission, as well as working with the Texas Historical Commission for approval, in substantially the same form as attached as Exhibit"A". THAT,the fixed amount for said agreement is $70,000.00; however, Mr. LaBiche will give the City a credit of$4,000.00 for cost survey completed for the City of Port Arthur in 2014, for a total project fee of$66,000,plus reimbursable expenses not to exceed $1,500.00. THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. P.R. No. 19469 08/02/16 AJS PAGE 2 of 3 READ, ADOPTED, AND APPROVED, this day of August, 2016, AD, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following Vote: AYES: Mayor: Councilmembers: NOES: Derrick Freeman, Mayor ATTEST: Sherri Bellard, City Secretary APPROVE M AS TO FORM: \i-Gji Valecia Tizeno, City ;•rney APPROVED FOR ADMINISTRATION: Brian McDougal, City Manager APPROVED AS TO FUND AVAILABILITY: — "g d& rn Jerry Dal , CrA/CGFO � Clifto i illiams, CPPB Director of Finance Acting Purchasing Manager EXHIBIT "A" The LaBiche ARCHITECTURAL GROUP, INC. Dohn H.LaBiche,FAIA Principal August 8,2016 Greg Wall,AIA Principal Mr.Adam Saunders 7999 Gladys,Suite 101 City of Port Arthur Beaumont,Texas 77706 3401 Culture Ctr.Dr. (409)860-0197 Fax:(409)860-0198 Port Arthur,Texas 77642 www.labiche.com Project: Exterior Restorations to the Woodworth House (Rose Hill Manor) Re: Revised Proposal for Architectural Services ARCHITECTURE Dear Mr. Saunders, PROJECT CONSULTING We appreciate the opportunity to submit this proposal for Architectural Services PLANNING for the referenced project for your approval.The LaBiche Architectural Group, Inc. (hereinafter"Architect") shall provide to the City of Port Arthur(hereinafter "Client") the services described below for the compensation described below. INTERIOR DESIGN This proposal is based upon our experience with historic restoration to comply with The Texas Historical Commission standards,an onsite evaluation,review of a report by P2MG—Architecture completed on July of 2013 and a revised Probable Cost statement revised July 2016 attached..As part of our services,we will employ:AWC Engineers of Port Arthur,Texas to provide a laser scan of the exterior elevations of the home to provide an accurate documentation of all exterior components and ornamentation;Gerald Moorhead,Historical Consultant to assist with the Texas Historical Commission Antiquities Permit; Source Historical Services of Galveston,Texas to provide forensic paint investigation to help determine the original colors of the exterior of the home and interior window frames. PROJECT INFORMATION: The project,as we understand it,is an exterior restoration of the"Woodworth House"also known as"Rose Hill Manor" for compliance with the Texas Historical Commission Standards.As part of our services, our staff and consultants will visit the project site to verify existing conditions. 1 of 4 Architectural Proposal for The Woodworth House, Rose Hill Manor SCOPE OF WORK: The Architect and the Architect's consultants shall perform those services described below: 1. Verify site conditions and document the following items of work identified in your email dated July 5, 2016 attached: a. Repair/replace six windows upstairs including any interior/exterior wood work b. Repair/replace soffits and fascia (need price for partial repair/replace,due to possible financial constraints). c. Replace missing capitals only. 2. Prepare a report documenting the original exterior building paint colors and those of interior components scheduled for restoration. 3. Prepare Construction Documents for items listed above and submit to the Texas Historical Commission for an Preservation Permit. 4. Prepare modifications to the Construction Documents to correspond to City's available funding upon approval of the construction budget. 5. Terms and conditions for services shall be as outlined in AIA Owner/Architect Contract#B-101 2007. SCOPE OF WORK/PROBABLE COST OF CONSTRUCTION The following is a statement of probable cost which our proposal is based upon: 1. Project Management $ 20,000 2. Construction Facilities $ 4,000 3. Construction Aids $ 10,000 4. Temporary Barriers $ 1,500 5. Site Cleaning and Grounds Repair $ 2,000 6. Restore columns,bases and capitals. Replace missing capitals.Paint. $ 85,600 7. Strip paint from existing wood soffit and fascia;repair/replace as req'd;paint. $219,600 8. Repair/replace components six windows upstairs including any interior/exterior wood work,strip and paint $ 35,000 9. Contractor fees:builders risk insurance,general liability,Contractor contingency, overhead/profit and payment and performance bonds $ 64,398 Total Probable Construction Cost $442,098 COMPENSATION: The scope of work outlined above will be performed for a fixed fee of Sixty-Six Thousand Dollars ($66,000.00) plus reimbursable expenses and distributed as follows: Preparation of the existing house plans and elevations $7500 LaBiche staff on site to verify existing conditions and document in CAD format •Arceneaux,Wilson and Cole to laser survey the exterior of building to document exterior elevations for conversion to CAD format Interior and exterior paint survey to document paint colors of original house $9000 To a preservation date of 1906 as required by Texas Historical commission •Work to be completed by Source Historical Services, Galveston,Tx. 2 of 4 Architectural Proposal for The Woodworth House, Rose Hill Manor Secure a Preservation Permits) from the Texas Historical Commission for $8000 approximately$500,000 in preservation work. Due to partial funding over several years from the City of Port Arthur,this will take multiple meetings over several years with THC. •LaBiche will be assisted by historic preservationist Gerald Moorhead, Emeritus FAIA.Moorhead will provide historic documentation to verify Preservation work emulates construction of the 1906 time period. Architectural fees for multiple preservation projects over several years as funds $45,500 become available from the City of Port Arthur.At present funding levels we believe the project will take minimum of five years to complete. Fees $70,000 Credit for cost survey completed for the City of Port Arthur in 2014 $ 4,000 Total Project Fees $66,000 ❑ Additional Services requested by Client will be charged hourly per the fee schedule attached. ❑Reimbursable expenses shall include all printing required for the project. Other expenses shall be approved by Owner prior to expenditures. Cost of reimbursable expenses shall be billed at 1.25 times the expenditure. ❑ Exclusions: 1. Bidding and Construction Observation. 2. Civil, structural or MEP engineering. 3. Any services related to the Client's due diligence including,but not limited to: obtaining letters of utility availability and environmental assessments. We have assembled this proposal based on our understanding of your specific needs related to this project. If you are in agreement with the terms and qualifications of this proposal,please sign one copy and return to us. We are extremely interested in working with you on this project and look forward to hearing back from you. Respectfully, `,y 'Y,a e FAIA Approved By: Name Date 3 of 4 Architectural Proposal for The Woodworth House, Rose Hill Manor HOURLY RATE SCHEDULE PERSONNEL HOURLY RATE* Principal 150.00 Senior Project Architect 125.00 Project Architect 100.00 Intern Architect Il 90.00 Intern Architect I 75.00 Secretarial 50.00 *The rates for services of the Architect as set forth in this Agreement shall be adjusted in accordance with their normal salary review practices. The Texas Board of Architectural Examiners has jurisdiction over complaints regarding the professional practices of persons registered as architects in Texas. Texas Board of Architectural Examiners P.O. Box 12337 Austin, TX 78711-2337 Telephone: (512)305-9000/Fax: (512)305-8900 4of4