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Home My WebLink AboutPR 20702: LETTER AGREEMENT WITH THE LABICHE ARCHITECTURAL GROUP, INC. Memorandum City of Port Arthur, Texas Robert A. "Bob"Bowers Civic Center To: The Honorable Mayor and City Council Through: Harvey Robinson, Interim City Manager From: Adam J Saunders,Civic Center Dir RE: Proposed Ordinance No. P.R. #20702 REQUEST: The Department Club at 1924 Lakeshore Drive is in need of repair and maintenance. Some items are related to Hurricane Harvey, and some are not. It is budgeted in FY '19 from hotel occupancy tax to make some of these repairs. Items related to Harvey will be paid from insurance and some requested as reimbursement from FEMA. This building is a Recorded Texas Historic Landmark by the Texas Historical Commission. 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 of Beaumont, Texas will provide the needed paperwork and drawings required, as well as walk this through the approval of the Texas Historical Commission. The cost of this is not to exceed $27,000.00 plus reimbursables not to exceed $2000.00. Funds available in Hotel Occupancy Tax Account No. 140-1405-551.59-00. ANALYSIS/CONSIDERATION: There are a lot of needed repairs at the building. There is money budgeted from hotel occupancy tax to do some 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 this same process for the City of Port Arthur at Rosehill Manor, so they are familiar with the process. They also have experience with other projects putting together the paper work, drawings, etc. needed. They also have experience with Rosehill Manor and other projects, dealing with the Texas Historical Commission, and getting their approval. The plan we will submit to the Commission will likely be for repairs and maintenance above what we have budgeted for FY '19. We are doing this to make available for the budgets of future fiscal years 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 a letter agreement with the LaBiche Architectural Group, Inc. and acceptance of the proposal for the development of professional plans for repairs to the Department Club and submission to the Texas Historical Commission,as well as working with the Texas Historical Commission for approval, in an amount not to exceed $27,000.00 plus reimbursables not to exceed $2,000.00. BUDGETARY AND FISCAL EFFECT Funds available in Hotel Occupancy Tax Account No. 140-1405-551.59-00, Project M97910. STAFFING EFFECT None PR 20702 P.R. No. 20702 02/28/19 AJS PAGE 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A LETTER AGREEMENT WITH THE LABICHE ARCHITECTURAL GROUP, INC. OF BEAUMONT, TEXAS, AND ACCEPTANCE OF ITS PROPOSAL FOR THE DEVELOPMENT OF PROFESSIONAL PLANS FOR REPAIRS TO THE DEPARTMENT CLUB AND SUBMISSION TO THE TEXAS HISTORICAL COMMISSION, AS WELL AS WORKING WITH THE TEXAS HISTORICAL COMMISSION FOR APPROVAL, IN AN AMOUNT NOT TO EXCEED $27,000.00 PLUS REIMBURSABLES NOT TO EXCEED $2,000.00. FUNDS AVAILABLE IN ACCOUNT 140-1405-551.59-00, PROJECT M97910 (HOTEL OCCUPANCY TAX FUNDS) WHEREAS,the Department Club is in need of repairs; and WHEREAS, in order to ensure any future grants or tax credits, it is prudent to develop professional plans for the repairs of Department Club; 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: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That, the City Manager is hereby authorized to enter into a letter agreement with the LaBiche Architectural Group, Inc., and accept its proposal to develop professional plans for repairs to the Department Club 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 hereto as Exhibit"A". PR 20702 Section 3. That, funding for said agreement is not to exceed $27.000.00 plus reimbursables not to exceed $2000.00. Section 4. That, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of March, 2019, A.D.. 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 APPROVED AS TO FORM: Valecia ' "eno, City Attorney APPROVED FOR ADMINISTRATION: Harvey Robinson, Interim City Manager PR 20702 ROVED AS TO FUND AVAILABILITY: •Loteilt,_s_to (i i itidit;tAi Rebecca Underhill, CPA Clifton Williams, CPPB Acting Director of Finance Purchasing Manager PR 20702 EXHIBIT "A' PR 20702 The LaBiche ARCHITECTURAL GROUP, INC. Dohn H.LaBiche,FAIA Principal January 10,2019 Greg Wall,AIA Mr.Adam Saunders Principal City of Port Arthur 7999 Gladys,Suite 101 3401 Culture Ctr.Dr. Beaumont,Texas 77706 Port Arthur,Texas 77642 (409)860-0197 Fax:(409)860-0198 www.labiche.com Project:Historic Restoration of the Federated Women's Club Re: Proposal for Architectural Services Dear Mr.Saunders, ARCHITECTURE We appreciate the opportunity to submit this proposal for Architectural Services PROJECT CONSULTING for the referenced project for your approval.The LaBiche Architectural Group, Inc. (hereinafter"Architect")shall provide to the City of Port Arthur(hereinafter PLANNING "Client") the services described below for the compensation described below. This proposal is based upon our experience with historic restoration to comply with The Texas Historical Commission standards,an onsite evaluation,your letter INTERIOR DESIGN outlining the project scope dated December 28,2018 and site visit with you on December 14,2018.As part of our services,if required,we will employ: Gerald Moorhead,Historical Consultant and Jhonny Langer of the Source for paint color evaluation and historical documentation.In accordance with your letter the total budget for the project is$120,000. PROJECT INFORMATION: The project,as we understand it,is: 1. As part of our services,our staff and consultants will visit the project site to verify existing conditions.We will measure the existing building and create exterior elevations and a floor plan in CAD format. 2. Exterior restoration,as budget allows may include: a. Repair of all rotted wood on building exterior with"in kind" materials to match existing including: siding,soffits,eaves and porch: framing,decks,railings,steps and building skirting. b. Repair and replace rotted roof decking and associated shingle roofing. c. Replacement of gutters and downspouts. 3. Interior restoration,as budget allows: a. Sand and refinish wood floors. 1 of 4 Architectural Proposal for City of Port Arthur,Federated Women's Club b. Repair and replace wood deck and flooring in Men's Restroom. c. Repair and replace rooted wood ceiling and paint. d. Repair and replace wood deck and flooring in Kitchen. e. Repaint interior of entire building. SCOPE OF WORK The Architect and the Architect's consultants shall perform those services described below 1. Verify site conditions and document work required for restoration of items listed above. 2. Provide a report of color excavation and paint history of walls and architectural services for the interior and exterior of the building to determine the original color scheme and presence of original artwork dating from completion of building. Provide a report of found paint layers and color scheme 3. Prepare a report documenting the extent of restoration work required and issue to THC for approval. 4. Prepare Construction Documents for items listed above and submit to the Texas Historical Commission for a Preservation Permit. 5. Prepare modifications to the Construction Documents to correspond to City's available funding upon approval of the construction budget. 6. Assist with application to the Texas Historical Commission for an Antiquities Permit prior to beginning construction. 7. Terms and conditions for services shall be as outlined in AIA Owner/Architect Contract#B-101 2007. 8. Provide Bidding and Construction Observation services for the approved project. COMPENSATION: The scope of work outlined above will be performed for a lump sum of Twenty-Seven Thousand Dollars ($27,000.00)plus reimbursable expenses not to exceed Two Thousand Dollars($2000.00) as follows: On site documentation of existing conditions (CAD plans and elevations) $2000.00 Source(paint documentation) $10,000.00 Construction Documents,Bidding and Construction Observation $15,000.00 ❑ Additional Services requested by Client will be charged hourly per the fee schedule attached. 0 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. ❑ Exdusions: 1. Civil,structural or MEP engineering. 2. 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. 2 of 4 Architectural Proposal for City of Port Arthur,Federated Women's Club Respectfully, // '1/ • •ohn H.LaBiche,FAIA Approved By: Adam Saunders Date 3 of 4 Architectural Proposal for City of Port Arthur, Federated Women's Club HOURLY RATE SCHEDULE PERSONNEL HOURLY RATE* Principal 150.00 Senior Project Architect 125.00 Project Architect 100.00 Intern Architect II 90.00 Intern Architect I 75.00 Draftsman 60.00 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 4 of 4