17 KiB
####Proposal for OpeningDesign's Architecture and Historical Renovation Services
Thank you for the opportunity to submit our proposal for [Company Name]'s ([XXX]) proposed office renovation and expansion. We are excited about the project and the potential of working together.
As we understand it, [XXX]'s new proposed office headquarters at [Address] will include: selective interior demolition and renovation of the existing structure and one-story annex, with the potential of an additional floor (new construction) above this annex.
Other than where new exterior construction will engage the existing structure, we understand there will be minimal exterior renovation of the existing structure. We understand that your goal is to utilize the State of Wisconsin 20% Historic Tax Credit for Commercial Properties as part of this undertaking. The structure is a City of Madison Landmark and as such, a Certificate of Appropriateness (COA) will be required for all exterior modifications.
The initial program, which is open to refinement as the project progresses, includes:
- Breakroom
- north of annex to play into easy access to parking and trash
- potentially used as a community meeting nook, verses just a servery.
- Reception Area
- modest/efficient size
- coat closet
- Coat Closet for employees
- size based on capacity
- Supply Storage
- size based on need
- Consolidated Restrooms
- unisex restroom with communal wash area
- mother's room
- Work Enclaves
- 4-5 total- capacity for three persons per enclave
- acoustic privacy
- (2) 6-8 person Conference Rooms
- utilize existing conference room
- (1) Large 16-20 person Conference Room
- potential location at Northside of building
- direct exterior access
- wet bar
- ideally isolated from work areas to avoid distractions during large meetings
- 8-10 Director Offices
- acoustic privacy
- large enough for 2-3 person meetings
- offices spread throughout to avoid perceived 'management wing'
- 25-30 Workstations/Spaces
- combination of open/discreet
- Other areas that may be necessary or are worth considering
- elevator (will most likely be necessary)
- copy/print Area
- server/computer Room
- mechanical/utility rooms
We understand the design and construction of the following scopes will be subcontracted through either the General Contractor, and/or [Company Name]. Per usual, however, OpeningDesign will work closely with the respective teams to make sure everyone's work is tightly coordinated.
- HVAC Engineering
- Electrical Engineering
- Plumbing Engineering
- Fire Protection
- Fire Alarm
- Security Systems
- Audio/Visual Consultant
The projected move-in date is August 2016.
The budget has yet to be determined.
###Phases & Scope of Services
-
Phase 1 - Programming (approximate duration/fee: 2 weeks / 5% )
- Perform field measurements/drawings of existing conditions to compose as-built drawings
- Conduct zoning and building code analysis & summary
- Assemble site utility and survey data
- Determine the impact of historic review in order to ensure all work moving forward complies with the City of Madison's Landmark Ordinance and the Secretary of the Interior Standard for Rehabilitation
- Identify character defining features (CDF's) of the building that will need to be retained for City of Madison Certificate of Appropriateness (COA) and potential State tax credit purposes
- Determine the potential of State Historic Designation (execute research and a Determination of Eligibility for submission to the Wisconsin Historical Society (WHS))
-
Phase 2 - Schematic Design (approximate duration/fee: 4 weeks / 10% )
- At the beginning of this phase, we will take the agreed-on program and provide a maximum of (3) design options. These design options will address varying approaches in the following criteria.
- Functional relationship of the various spaces
- Site and historical restrictions/setbacks (retention of CDF's)
- Material options for annex's exterior enclosure
- Structural considerations
- Mechanical considerations
- Major equipment
- Code restrictions/requirements
- At the beginning of this phase, we will take the agreed-on program and provide a maximum of (3) design options. These design options will address varying approaches in the following criteria.
-
Concepts will be presented in the following formats * 3-dimensional Renderings/Sketches * Floor Plans * Elevations * Sections
- Continue researching applicable building code and historical requirements
- Coordinate drawings with the various subs/engineering disciplines (Structural, Mechanical, Electrical, Plumbing, Fire Protection, Civil)
- Preliminary meetings with state and local regulatory entities
- Meet with City of Madison and State historic review entities to ensure that early in the design process guidelines and approval criteria are well understood (prior to initiating design schematics)
- Provide General Contractor with details required for preparation of schematic project budget
- Execute a State Register of Historic Places Nomination (IF a determination of eligibility is accepted during Phase 1)
- Execute a Part 1 - Evaluation of Significance (first portion of the State Historic Tax Credit Appication (IF a determination of eligibility is accepted during Phase 1); note: a Part 1 may not be required if the building is considered individually eligible for State historic status
- Outline key items that must be understood and submitted with the COA, State Historic Tax Credit/WEDC application to establish a workflow and assignments for the client and design team
-
Phase 3 - Design Development (approximate duration/fee: 8 weeks / 25% )
- Upon approval of schematic design/project budget, we will further develop and refine the design documentation in coordination with necessary consultants
- Developed materials will include:
- Floor Plans
- Site Plan
- Elevations
- Sections
- Select details
- Propose, select and refine (exterior/interior) materials and finish options
- Coordinate drawings with the various subs/engineering disciplines
- Initiate formal regulatory review/approval process including: preparation and presentation of materials required by local and state agencies (Including historic in order to ensure approval)
-
Phase 4 - Construction Documents (approximate duration/fee: 12 weeks / 35% )
- We, along with our consultants, will complete the following drawings for permit and construction:
- Architectural
- Floor Plans
- Reflected Ceiling Plans
- Lighting Layout
- Roof Plans
- Building Elevations
- Interior Elevations
- Building Sections
- Wall Sections
- Details - Exterior/Interior
- Door/Window/Finish Schedule
- Structural Plans
- Construction Specifications as necessary
- Architectural
- Coordinate and communicate with the General Contractor, various engineering disciplines and consultants
- Execute a Part 2 – Description of the Rehabilitation, State Historic Tax Credit Application detailing the existing building and existing addition conditions and proposed changes, this work includes:
* Describe existing conditions in the Part 2 for each relevant scope item
* Execute images supplement; consists of existing images of the entire building with images numbers keyed to floor plans
* As-built floor plans (refer to Phase 1)
* Coordination with team members on the full tax credit submittal package
* Execute WEDC Historic Preservation Certification Application
* Complete forms for client
* Execute supplement describing neighborhood impact, job creation, etc; client input necessary
* Coordination with the Wisconsin Historical Society (WHS) reviewers
* Submit Part 2 to the WHS for review (two copies)
- Submit City Of Madison Certificate of Appropriateness (COA) consisting of:
- COA form
- Supplemental drawings and graphics as necessary
- Provide client with one hard copy and electronic documents for all review submissions
- Submit City Of Madison Certificate of Appropriateness (COA) consisting of:
- We, along with our consultants, will complete the following drawings for permit and construction:
-
Phase 5 - Bidding and Construction Contract Negotiation (approximate duration/fee: 2 weeks / 5% )
- Submit/manage any municipal plan reviews and/or permits.
- Answer subcontractor's bid questions, issue clarifications.
- Modify drawings if required to accommodate budget
-
Phase 6 - Construction Administration (approximate duration/fee: NA / 20% )
- Weekly site visits
- Respond to RFIs (request for information)
- Review shop drawings and submittals
- Review substitutions
- Review change orders
- Develop punch list
- Complete Part 3 - Request for Certification of Completed Work, State Historic Tax Credit (images and documentation)
- If applicable, review application for payments
###Fee & Workflow Proposal
OpeningDesign has developed a preferred and unique way of working. Although our website's about page provides more detail, in a nutshell, most of our projects are open source and are conducted out-in-the-open.
Simply put, this way of working allows us to be more efficient, ultimately keeping costs down and bringing more value to our clients. Having said that, we understand some clients may have hesitations regarding this approach.
To address [XXX]'s potential concerns, if any, we would like to propose the following workflow and fee options:
- Approach (A): A Fully Open Approach where the construction documentation, location, and the names of the parties involved in this contract are known and are shared publicly. All newly created documentation/content is open source, that is, will be freely available to any party for future use, assuming the terms such as Attribution and ShareAlike are honored.
- Approach (B): An Anonymous Open Approach where all newly created documentation is shared publicly, however, the location and the names of the parties involved are kept anonymous. Again, similar to approach (A), all newly created documentation/content is open source.
- Approach (C): The Traditional Approach where all documentation and parties involved remain confidential and private.
(Please note, no matter the approach used, any documentation from parties outside this contract and/or shared with OpeningDesign prior to the signing of this contract will not be shared publicly. Also, we will not make public anything that [XXX] explicitly indicates should be kept private.)
####Fee Proposal Options: Hourly rates with a not-to-exceed fee
| - | Approach (A) | Approach (B) | Approach (C) | Estimated Percentage of Fees |
|---|---|---|---|---|
| Architecture OpeningDesign |
||||
| Level 1 | $80/HR | $95/HR | $110/HR | 53% |
| Level 2 | $65/HR | $80/HR | $95/HR | 23% |
| Historic Preservation Consultant Preserve, LLC |
||||
| Level 1 | $105/HR | $105/HR | $105/HR | 5% |
| Level 2 | $75/HR | $75/HR | $75/HR | 6% |
| Structural Engineer Consultant | ||||
| Level 1 | $170/HR | $170/HR | $170/HR | 1% |
| Level 2 | $125/HR | $125/HR | $125/HR | 2% |
| Level 3 | $100/HR | $100/HR | $100/HR | 2% |
| Level 4 | $85/HR | $85/HR | $85/HR | 6% |
| --- | ||||
| --- | ||||
| Total Not-to-exceed Fee - a rough estimate (X% of construction costs - TBD, see below) |
7.5%(TBD) | 8.5%(TBD) | 9.5%(TBD) | 100% |
####The Determination of the Not-to-Exceed Fee
As is typical with the initial phases of a building project, the design is often too nebulous to determine a realistic lump-sum and/or not-to-exceed maximum fee. In that light, we propose a two part fee contract whereby the first part will be an hourly rate proposal for approximately a fifth (1/5th) of the project's schedule--that is, the early 1)Programming and 2)Schematic Design phases of the project.
For the second part, when the extent of the scope is better defined, we propose to continue with the proposed hourly fees, but amend the contract by adding a not-to-exceed maximum fee. This fee will be a fixed percentage of final construction costs.
For [XXX]'s reference and peace of mind, please review the following document as to what the standard practices are for establishing service fees in the construction/architecture industry.
A Guide to Determining Appropriate Fees for the Services of an Architect Consultants.
Additionally, the following list of consultants may be required during this project. Their associated billing rates, although not provided above, **would be** included in the overall not-to-exceed A/E fee.
- Building Envelope Specialist
- Building Performance and Energy Modeling
- Specification Writer
- Door Hardware Consultant
- Lighting Consultant
- Acoustic Consultant
Consultant expenses will include an additional 10% to cover in-house administration, handling, financing, and insurance costs.
####Reimbursable expenses include:
- Transportation in connection with the project for travel authorized by the client (transportation, lodging and meals)
- Communication and shipping costs (long distance charges, courier, postage, dedicated web hosting, etc.)
- Reproduction costs for plans, sketches, drawings, graphic representations and other documents
- Renderings, models, prints of computer-generated drawings, mock-ups specifically requested by the client
- Certification and documentation costs for third party certification such as LEED®
- Fees, levies, duties or taxes for permits, licences, or approvals from authorities having jurisdiction
- Additional insurance coverage or limits, including additional professional liability insurance requested by the client in a excess of that normally carried by the architect and the architect’s consultants
- Direct expenses from additional consultants not specifically outlined in this proposal
Reimbursable expenses include an additional 10% to cover in-house administration, handling, and financing.
####Services not included in Proposal
- HVAC Engineering
- Electrical Engineering
- Plumbing Engineering
- Fire Protection
- Fire Alarm
- Security Systems
- Audio/Visual Consultant
- Furniture, Fixtures & Equipment (FF&E) services
- Civil Engineering
- Site Surveying
- Landscape Design
- Environmental Studies and Reports
- Legal Survey
- Signage Design/Layout
- Acoustical Engineer
- Closeout Record Documents
- LEED Design
- Environmental Studies
- Commissioning Services
- Post-occupancy Elevation/Studies
- Maintenance and Operational Programming
- Building Maintenance Manuals
- Post-occupancy Evaluation
- Kitchen Design Services
####Boilerplate
- OpeningDesign will deliver invoices on a monthly basis and are due/payable within 30 days of receipt. Invoices overdue past (60) days will be interpreted as an order to stop work on the project.
- This proposal is valid for 90 days.
We (OpeningDesign) sincerely appreciate the opportunity to provide you with this proposal and look forward to the potential of a fruitful collaboration in the future.
If the terms of this proposal are acceptable please sign in the space offered below.
Finally, please don't hesitate to contact me (Ryan Schultz) should you have any questions or require additional information.
Kind Regards,
Ryan Schultz OpeningDesign
P.S.
Needless to say, we know this open approach is a new and unique way of working and we would be happy to have a face to face meeting to address any further questions/concerns you may have.
Also, if curious, the following links will give you a sense of how we're harnessing this open approach on a Sports Complex project we're working on in Jefferson, WI.
- For native project files go here.
- For ongoing project communication between the design team go here.
####Authorized by:
- Signature
* Title
* Date
####License
Per usual, unless otherwise noted, all content associated with OpeningDesign projects is licensed under an open source, 'copyleft' license: Attribution-ShareAlike 4.0 International (CC BY-SA 4.0). Attribution to be given to the entire team associated with the project.
