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19520 Jamboree Rd | Suite 100 | Irvine, CA 92612 | p 949.250.0880 | f 949.250.0882 | web westgroupdesigns.com
March 22, 2023
Mr. Art Cervantes, PMP
Engineering Manager
Engineering Services Department
CITY OF RIALTO
RE: Library Study Room Conversion
Dear Mr. Cervantes
Westgroup Designs, Inc. (WD) is pleased to submit the following proposal for Architectural / Interior Design services for the Library Study Room Conversion for the City of Rialto (Client) at 251 W. 1 st Street, Rialto, CA 92376, as described below. We look forward to partnering with you to deliver an optimal space that reflects the vision, mission, and goals of your City, staff, and clients you serve.
1.0 THE PROJECT UNDERSTANDING –SCOPE OF SERVICES
1.1 The project consists of preparin g design and construction documentation for the conversion of two (2) outdoor atrium areas, into two (2) environmentally controlled study rooms, of approximately 200 SF each. Study rooms shall be conditioned interior space , with electrical and data outlets , wall power and HDMI for four (4) televisions, accordion style room dividers to separate the two rooms into four smaller spaces, and new egress doors. All modifications will be made to the atriums within the existing Rialto Library.
Project is AARPA funded, and funds must be designated before December 31, 2023, and spent before December 31, 2025. Total project cost, including all soft costs and hard costs is estimated at $700,000. The scope of work is based on a site visit conducted by Joshua Smith of Westgroup Designs, on January 23, 2023 and proposed layout provided during the site walk (attached).
1.2 Per our understanding of the project, WD will provide the following requested services listed below in Sec tion 2.0, 3.0, 4.0, 5.0, 6.0, and 7.0. WD will proceed further with these below services upon approval of this proposal.
1.3 Scope of work noted is based upon direction to date. Should scope of work be modified during the process, this proposal will be adjusted accordingly.
2.0 SCHEMATIC DESIGN AND APPROVAL
2.1 WD will prepare a “look and feel” digital presentation, with sketches and scaled building plans to reflect the concept including demolition, construction, reflected ceiling,
We Design. We Deliver. We Drive Change.
19520 Jamboree Rd | Suite 100 | Irvine, CA 92612 | p 949.250.0880 | f 949.250.0882 | web westgroupdesigns.com power/data/equipment and finish plans in Revit (BIM software), with all walls, door/window penetrations, proposed mechanical systems, and core components for use in review and approval by the City, stakeholders, and staff as required. Two rounds of minor revisions included. Further changes will be provided as Additional Services.
2.2 WD will compile schematic design documentation along with any WD consultant notes, for preliminary pricing and budget review . Budget will also be included in the digital presentation.
3.0 DESIGN DEVELOPMENT AND CONSULTANT COORDINATION
3.1 Based upon the approved Schematic Design scope of work with approved preliminary budget pricing, WD will proceed with Design Development, to incorporate the design concept and intent, coordinate with the consulting engineers, to prepare documentation to fix and describe the character of the architecture and interior design of the project including both f unctional and aesthetic components. One minor round of revisions included. Further changes will be provided as Additional Services.
3.2 Design will be conveyed in plans, elevations, details or graphically, as deemed appropriate for communicating the information, along with samples of finish materials.
3.3 WD will coordinate with our consultants for the preparation of their preliminary systems and equipment progress documentation. Consultants under WD shall include:
a. Civil
b. CASp
c. Structural
d. Mechanical
e. Electrical
f. Fire Alarm
g. Fire Sprinkler
h. Cost Estimator
3.4 WD will compile Design Development documentation for pricing and budget review and include it in the Design Development package.
3.5 WD will issue Design Development package for client review and approval.
4.0 CONSTRUCTION DOCUMENTS
4.1 Based upon the approved Design Development package, WD will prepare the Construction Documents which include drawings, specifications, and other documents setting forth in detail the requirements for the fabrication, procurement, and installation of the project for Client approval. As this documentation reflects the approved design
We Design. We Deliver. We Drive Change.
19520 Jamboree Rd | Suite 100 | Irvine, CA 92612 | p 949.250.0880 | f 949.250.0882 | web westgroupdesigns.com intent and scope of work, changes to approved design, which require documentation, will be provided as Additional Services.
4.2 Construction Documentation includes, but is not limited to cover sheets, general notes, site and path of travel plans, demolition plan, construction floor plan, power and data location plan, ceiling/lighting plan, elevations, related details, sections, finish plans, schedules, and specifications.
4.3 WD will coordinate the architectural Construction Documents with our retained consultants and will review the complete package with your team for final approval.
4.4 WD will compile the Construction Documents for pricing and budget review and include it in the Construction Document package.
5.0 AGENCY APPROVAL
5.1 WD will submit the approved complete set of construction documents to the government agencies having jurisdiction over the project for plan check and permit issuance.
5.2 WD will address plan check comments related to scope of work and resubmit as required, to achieve approval from the government agencies having jurisdiction over the project.
5.3 If further submittal s or documentation are required beyond the original scope of work, these will be provided as an additional service.
6.0 BIDDING ASSISTANCE
6.1 After the first round of plan check is complete and resubmitted to the agency having jurisdiction over the project , WD will issue the set of plans to the Client for bidding by Contractors. Client will be responsible for Bidding Process . WD and our consultants will assist as required.
6.2 WD will prepare, and issue addendum as required for clarification of the construction documents. A total of one (1) addendum will be issued. Additional addenda are available as an additional service.
6.3 WD will assist the Client in reviewing the accepted bids, if required, and making recommendations to the Client for selection of the contractor, as required.
6.3 Total of one (1) bidding and contractor selection is included in this proposal. Additional Bidding Assistance phases are available as an additional service.
7.0 CONSTRUCTION ADMINISTRATION
7.1 Upon issuance of the permits, and contracting with a General Contractor, WD will provide basic services for the Construction Phase of the project for the duration of the construction, estimated to be 17 weeks, scope of work noted below.
We Design. We Deliver. We Drive Change.
19520 Jamboree Rd | Suite 100 | Irvine, CA 92612 | p 949.250.0880 | f 949.250.0882 | web westgroupdesigns.com
7.2 WD will participate in phone and electronic (e -mail) correspondence with all team members throughout project schedule as required.
7.3 WD senior design and/or senior technical leadership to participate in a one -hour weekly conference call during constr uction, for a total of twelve (12) conferences , coordinating with Contractor, consultants, engineers and Client team members.
7.4 Four (4) site visits/meetings during construction will be provided , one each month prior to payment application by the contractor, to verify the cost of construction schedule.
7.5 Additional on -site construction meetings, weekly calls, site walks, coordination, or documentation not associated with specific RFI issues, will be provided as an additional service.
7.4 WD shall participate in one (1) final site visit for Punch Walk and prepare one (1) punch list. Additional punch walks , back walks, and punch lists are available as an additional service.
7.5 WD will review specification/re-selection/approval of fixtures/finishes substitutions a s required due to schedule or another field issue.
7.6 WD shall review and return or take other appropriate action upon Contractor’s submittals, including but not limited to: Requests for Information, review of Shop Drawings, Product Data, and Finish Samples. Reviews shall be for the purpose of checking for conformance with information given, and the design concept expressed in the Contract Documents.
We Design. We Deliver. We Drive Change.
19520 Jamboree Rd | Suite 100 | Irvine, CA 92612 | p 949.250.0880 | f 949.250.0882 | web westgroupdesigns.com
COMPENSATION
Fee is based upon project understanding in Section 1.0 . Should client request to revise design or scope direction during the process, work already completed by Westgroup Designs and it’s retained consultants, will be billed as time spent, reflecting the “percentage complete”. Changes to approved scope of work with associated fee, including Value Engineering, will require a revised proposal to be prepared for client review and approval.
To be billed monthly, as percent phase complete:
Schematic Design and Approval:
Detailed Space Plan $22,050.00
*Total Fee: $22,050.00
Construction Documents:
Design Development $35,420.00
Construction Documents $56,350.00
Agency Approval $4,830.00
Bidding and Contractor Selection $4,830.00
Construction Administration $40,250.00
*Lump Sum Fee: $141,680.00
* Reimbursable Expenses:
Includes actual expenditures made by Westgroup incurred in the interest of the Project and as directed by client or client’s consultants, plus an administrative fee of 10%. These may include, but are not limited to travel directly for the project, computer plotting, printing and document reproduction, requested overnight delivery, formal presentation finish boards.
As a cost -saving option, WD would be pleased to issue external printing orders (City submittal sets, etc.) directly to the Clients reprographics company account with no markup.
CONDITIONS AND EXCLUSIONS
▪ Excluded is any scope of work or services not specifically listed above, including, but not limited to additional scope, documentation or preparation of existing base building plans, presentation boards, FFE selection, engineering not specifically listed in this document.
▪ Excluded work is available as an Additional Service.
▪ Construction Bidding is to be by Client. All Addendum and revisions to plans requested by the Owner or Contractor at this time will be provided as an additional service. All review of contractors bids, or recommendations of contractors for the Client will be billed as an additional service.
▪ Site work and site design other than noted above is not included. ▪ Additional documentation not related to the scope of work, as required by Governing Agencies, including but not limited to ADA compliance, Restroom plans and Path of Travel documentation, or cre ating any additional as -built documentation
We Design. We Deliver. We Drive Change.
19520 Jamboree Rd | Suite 100 | Irvine, CA 92612 | p 949.250.0880 | f 949.250.0882 | web westgroupdesigns.com not provided by the Client, is available as an Additional Service. ▪ Existing electrical, telecom/data, domestic water, natural gas, sewer, and fire protection utility services are assumed to have adequate capacity to serve the areas included in the scope of this work. Utility services upgrades are not included in scope and fee.
▪ The existing power, low voltage, mechanical, and plumbing systems equipment and distribution systems are assumed to have capacity to servic e the area included in the scope of work and meet current code requirements. Equipment and distribution systems upgrade is not included in the scope and fee. ▪ The Architect shall have no responsibility for the discovery, presence, handling, removal or dispo sal of, or exposure of persons to, hazardous materials or toxic substances in any form at the Project site. In the event the Architect or any other party encounters any hazardous materials, or should it become known to the Architect that such materials may be present on or about the jobsite or any adjacent areas that may affect the performance of the Architect’s services, the Architect may, at its option and without liability for consequential or any other damages, suspend performance of its services under this Agreement until the Owner retains appropriate consultants or contractors to identify and abate or remove the hazardous or toxic materials and warrants that the jobsite is in full compliance with all applicable laws and regulations.
Architect shall not be responsible for locating or abating any hazardous materials. ▪ Additional services including or related to anything not specifically noted or included in this proposal; additional Client desires, requests or conditions which necessitate WD activities; wh ich translate to time expended. Consideration and activities that would come under this category include, but are not limited to:
• Revisions to Drawings, Specifications or other documents when such revisions are inconsistent with approvals or instructions p reviously given by the Client, including revisions made necessary by adjustments in the program or project budget.
• Change Orders and Construction Change Directives , initiated by the Contractor, in which WD will prepare drawings, specifications, and other d ocumentation and data, provide any other services made necessary by such Change Orders and Construction Change Directives.
▪ Additional Services shall be authorized or confirmed in writing by the Client prior to work being performed. ▪ In the event of Termination, Suspension or Abandonment of the project, Westgroup Designs shall be equitably compensated for services performed. Failure of the Client to make payments in accordance with this Agreement shall be considered substantial nonperformance and is s ufficient cause for Westgroup Designs to either suspend or terminate services. Either the Client or Westgroup Designs may terminate this Agreement after giving no less than seven (7) days written notice if the other party substantially fails to perform in accordance with the terms of this Agreement
SUMMARY
This proposal is based on our understanding of the project scope of services developed to date.
If the Scope of Services for this project is altered, this proposal shall be adjusted accordingly to the mutual satisfaction of both the Client and Westgroup Designs.
Sincerely, Accepted by:
PariSima Hassani Mr. Art Cervantes, PMP
CEO & Managing Principal Engineering Manager
Westgroup Designs, Inc. CITY OF RIALTO
Date: