Design & Development Services Project ExtensionCITY OF WOODBURN
Economic and Development Services
WOO®N Planning Division
I e(c i p c, a t ed iF8y
270 Montgomery Street Woodburn, Oregon 97071 Phone (503) 982-5246 Fox (503) 982-5244
Date: October 23, 2012
To: Scott Derickson, City Administrator
From: Jim Hendryx, Economic and Development Services Director; Matthew Craigie, ./ •`
Economic Development Manager
Subject: Design and Development Services Program
Project Extension — 550 N First St. Old City Hall Building
RECOMMENDATION
It is recommended to extend the Design and Development Services Grant for the Old City Hall Building
(550 N First St) owned by James Frackowiak by $3000. This will bring the Grant total to $6000 and
enable further predevelopment work on the building.
BACKGROUND
The Design and Development Services Program was approved by the Urban Renewal Agency Board in
April of 2012. This program provides $3,000 worth of design services through a City -contracted
architect for downtown property owners interested in redeveloping or improving their properties. The
$3,000 may be used specifically for:
Drafted or rendered illustrations of possible storefront improvements or internal tenant
improvements
• Examples of architectural details, such as lighting, furniture, and other items
• A basic cost analysis for redevelopment options
Interested downtown property owners pay a small application fee and then work with City Staff and an
architect to define a scope of work. The architect gathers building information, manages subcontractors
as needed, and develops a report for the property owners. The intent of the program is to assist
property owners to overcome the initial hurdle of redevelopment and to encourage better architectural
design in the downtown area.
A few buildings in downtown Woodburn are exceptional in their size and historic character. One of
these buildings, the Old City Hall building, is in the process of being redeveloped and has run out of
public funds through the Design and Development Services Program. Due to this building's value as an
iconic structure in the downtown area that exemplifies a historic period in Woodburn, the community
has a lot to benefit from seeing it redeveloped.
The Urban Renewal Agency Board approved Design and Development Services Grant Extensions, at the
discretion of the City Administrator, during the October 22, 2012 Board meeting. Extensions may be up
to $3000 and are available for buildings that, "have great potential for redevelopment and whose
exceptional character will continue to add to the value of downtown." Staff believes that the Old City
Hall building meets these criteria and that the additional dollars will enable the property owner to
continue on his path of building redevelopment.
Property location:
Property Owner:
550 N First Street
James Frackowiak
Amount of Extension: $3000
Total of Design and Development Services Grant: $6000
1 approve of allowing for a onetime $3000 Design and Development Services Grant Extension for the Old
CiW Hall Building M50 N First St►n
JJim Hendryx, Ecor(Omic and Devo�,'ment Services Director
Scott Derickson, City Administrator
0 tZ
ate
Date
deca ARCHITECTURE.INC
935 SE Alder Street, Portland Oregon 97214 tel 503 239 1987 fax 503 239 6558 web www.deca-inc.com
September 20, 2012
James Frackowiak
PLAN IT FINANCIAL
21317 Highway 99 E NE
Aurora, OR 97002
RE: Woodburn Old City Hall Remodel
Dear James:
We are pleased to provide the following fee proposal for permit documents to remodel the
Old City Hall Building at 550 N 1' Street in Woodburn, Oregon. We understand that the
existing building is currently approved for office and residential use, and that you plan to use
the basement and first level for your offices and convert the top level into a single dwelling
unit for you and your family. Interior improvements will include non-structural partition walls,
doors and fire separations to achieve as required by code. The work will include new and
remodeled restrooms, new lighting, electrical and mechanical systems. We assume the
building will not require seismic or other structural upgrades. Exterior improvements may
include a new fire stair and ADA ramp.
Our scope of services includes preparing drawings adequate for permit, preparing and
submitting the permit application and providing a limited amount of construction
administration, as required by law. It does not include design or documentation of elements in
the remodel not required to be permitted, such as casework, finishes and lighting. Since the
building is listed on the historic register, the new ADA ramp and potential alterations to the
fire stair may require further historic review, which is not included in our scope of services. We
will be happy to provide that on an hourly basis, if required.
Our fee does not include consultants. We assume that mechanical, electrical, plumbing,
sprinklers and other trade work will be bidder -designed and coordinated by your General
Contractor. If a new exit stair is required, we assume it will be bidder -designed.
The following is a detailed description of our scope of services:
SCOPE OF SERVICES
Permit Documents
• Meet with Owner to confirm scope of work
• Prepare drawings and specifications to describe the project for permitting
• Meet with Owner to review documents before finalizing
• Prepare building permit application and submit to City of Woodburn. General Contractor
to coordinate permit applications and submittals for mechanical, electrical, plumbing and
sprinkler permits, if required.
Woodburn Old City Hall Remodel
Fee Proposal
September 20, 2012
Page 2 of 3
Permitting
• Respond to checksheet comments or questions from the City
• If required, meet with the City to review code issues
Construction Administration
• Assist owner in assuring that construction is performed in accordance with the permit
documents
• Attend jobsite meetings with the owner and contractor (see Summary of Meetings)
• Review requests from contractor for clarification on items relating to architectural scope of
work (all bidder -designed scope of work to be coordinated by General Contractor)
Summary of Meetings
• 1 - start-up meeting to confirm scope of work
• 1 - meeting with owner to review permit documents before finalizing
• 1 - final document review with owner before submitting for permit
• 3 - job -site meetings during construction
FEE PROPOSAL
We propose to provide the Architectural Services listed above for a fixed fee of $7,500, not
including reimbursable expenses.
DECA Architecture, Inc. will invoice on a percentage of completion basis on a monthly cycle.
Any additional authorized work beyond the scope of basic architectural services will be billed
on an hourly basis at the following rates:
Standard Billing Rates
Principal: $130/hour
Senior Architect $95/hour
Architect $75/hour
Technical and Design Support Staff: $55/hour
Clerical Staff: $45/hour
Not Included in Fee for Services
• Reimbursable Expenses (i.e. printing costs, postage/delivery, materials and supplies, etc.)
• Meetings beyond those listed above
• Structural, Mechanical, Electrical, Plumbing, Sprinkler, Acoustical or other Engineering
• Building or Zoning Code Appeals or Adjustments; Design or Historic Reviews
• Permit Fees
• Cost Estimating
• Bidding Assistance
• Lighting Design, Interior Design, Color or Material selection
• Any work related to hazardous materials assessment or mitigation
• Changes to permit documents after they have been approved by client
Reimbursable expenses, such as reproduction costs, postage and delivery, materials and
supplies, etc. are billed at cost plus 10%. We anticipate that reimbursable expenses will be
approximately $600. Any additional authorized Consultant Services under contract with DECA
are billed at invoice cost of services and expenses plus 10%.
Woodburn Old City Hall Remodel
Fee Proposal
September 20, 2012
Page 3 of 3
DURATION OF FEE AGREEMENT
This agreement will be valid for a period of 90 days from the date of signature.
AGREEMENT
If the scope of services and fee listed above and the attached Terms and Conditions meet with
your approval, please sign and date below.
Sincerely,
David Hyman, AIA, LEED AP
Principal
Accepted:
James Frackowiak