Cottage Grove Armory Architectural Services

The City of Cottage Grove owns the Cottage Grove Armory, a 31,000 square foot cast-in-place concrete structure originally built in 1931 as a National Guard Armory and community center. This building is on the National Register of Historic Places for its architecture and historic significance.

The City proposes to rehabilitate the building as a Community Center, while retaining as much of the historic character and historic fabric as possible. On March 23, 2015 the Cottage Grove City Council adopted the Armory Schematic Design, which includes a set of schematic plans for the restoration/rehabilitation of the building developed through a community-based design process. The City is now looking for an Architect/Architectural Firm to provide professional services, including Design Development and Contract Documents, Bidding and Contract Administration for the rehabilitation of the Armory, based upon the approved Schematic Design Plan and Final Report. Services may include project phasing recommendations, integration with a separate historic preservation grant(s), coordination of cost estimation services and enhanced construction observation.

Project Background:

Scope of Work:

The City anticipates that a full complement of professional service shall be provided by the Architect selected for this project. These services include, but shall not necessarily be limited to, those outlined below:

Design Development and Contract Document Phase of Services (Phase 1):

Review, confirm and refine Schematic Plan and update as needed.

Review options and make recommendations regarding phasing of construction, working closely with City’s project manager to meet funding timeline requirements.

Provide complete construction drawings and specifications for final design including, but not limited to, working drawings, specifications, cost estimates, prospective bidders list, approvals (State and local authorities), technical addenda and clarifications for all of the following, as applicable:

Landscape/Site Design

Structural Design

Architectural Design

Mechanical Design

Electrical Design

Civil Design

Energy Efficiency Design

Potential phasing plan

b. Attend meetings to develop goals, explain options, and reach consensus on final plans.

c. Provide individual meeting minutes, as needed, for distribution to appropriate staff and Council members.

d. Draft construction schedule and recommendations for appropriate bidding categories.

e. Produce and review projected cash flow schedules for all aspects of Project.

f. Provide necessary cost estimates to satisfy statutory requirements and to permit the contractor(s) to perform basic services.

Construction Bidding Phase Services:

Ensure process and documents meet all applicable provisions of Oregon’s Public Contracting Code, City Public Contracting Rules, and any applicable other requirements.

Complete bid packet with all required construction documents, specifications, and contract terms and conditions.

Develop the necessary advertising for bid document distribution.

Assist City with creating contractor interest in bidding and performing construction work.

Make construction documents available to bidders.

Participate in any pre-bid conferences held with bidders for each division of work.

Respond to questions from contractors during the bidding process, and produce addenda to the bid documents, as needed.

Assist in evaluating bids.

Participate in post-bid interviews with apparent low bidders.

Develop award recommendations to City.

Advise City regarding necessary building permits and other governmental agency approvals.

Construction Phase Services (Phase 2):

Monitor compliance with Oregon Public Contracting Code, City Public Contract Rule, and any other requirements.

Provide on-site observation and supervision of construction, as necessary.

Monitor and update construction drawings and occupancy schedules.

Respond to contractor requests for clarifications.

Receive change order requests and issue change orders upon City approval.

Review shop drawings, material samples, and expedite the review process.

Review payment and cost control procedures, including the following:

Subcontractors’ Schedule of Values

Subcontractors’ Payment Application and Certification

Subcontractors’ Sworn Statements and Waivers of Lien, if applicable

Purchase Order and Disbursement Summaries

Change Order Listings

Budget Cost Summary Reports

Participate in progress meetings and provide progress reports of same.

As needed, meet with City staff to discuss activities which may affect operations.

Weekly meetings with City staff and contractor(s).

Monthly meetings for planning, coordination, and payments with City staff which will include status reports on Project, budget, change orders, and allowances for reimbursable expenses.

i. Prepare as-built drawings and review operating and maintenance manuals, warranties, and guarantees.

j. Ensure that construction and any repair work is completed as specified by the construction documents and meets all applicable codes and regulations.

k. Provide review and coordination of Project, including but not limited to mechanical and electrical systems.

l. Prepare punch lists, coordinate final inspections, review warranties, and recommend City acceptance and occupancy.