DLR Group ~ C210019 CITY OF TIGARD-CONTRACT SUMMARY&ROUTING FORM
Contract Overview
Contract/Amendment Number: C210019a3
Contract Start Date: 8/25/2020 Contract End Date: 6/30/2022
Contract Title: 2020 Facility Consolidation Functional and Concept Design
Contractor Name: DLR Group
Contract Manager: Kevin Cole
Department: Central Services
Contract Costs
Original Contract Amount: $165,000.00
Total All Previous Amendments: $150,000.00
Total of this Amendment: -0-
Total Contract Amount: $315,000.00
Procurement Authority
Contract Type: Personal Services
Procurement Type: PCR 10.075 Contract Amendments
LCRB Date: 2/9/2021
Account String: Fund-Division-Account Work Order—Activit,LXpe Amount
FY No funds added
FY
FY
FY
FY
Contracts & Purchasing Approval
Purchasing Signature: Mato-- Zl.(.Z Sf",' e
Comments: Extend date
DocuSign Routing
Route for Signature Name Email Address
Contractor Kent Larson Klarson@dlrgroup.com
City of Tigard Steve Rymer Stever@tigard-or.gov
Final Distribution
Contractor Kent Larson Klarson@dlrgroup.com
Project Manager Kevin Cole kevinc@tigard-or.gov
-Buyer Machelle Stephens Macheffes@tigard-or.gov
DocuSign Envelope ID: 11563924-5BDE-4637-AEF1-350971C3F793
CITY OF TIGARD,OREGON
AMENDMENT TO CONTRACT 0210019
FACILITY CONSOLIDATION FUNCTIONAL AND CONCEPT DESIGN
AMENDMENT #3
The Agreement between the City of Tigard,a municipal corporation of the State of Oregon,hereinafter called
City, and DLR Group,hereinafter referred to as Contractor is hereby amended as follows:
1. Effective Date and Duration
This Agreement is hereby extended to June 30, 2022, unless otherwise terminated or extended.
2. Integration
Except as expressly provided otherwise by this Contract amendment number 3,all provisions of the Contract,
as it may have been previously amended, shall remain in effect.
IN WITNESS WHEREOF, City has caused this Amendment to be executed by its duly authorized
undersigned officer and Contractor has executed this Amendment upon signature and date listed below.
CITY OF TIGARD DLR GROUP
cusip- eY LZV--p,LS .�� ,
Signature Signature
Steve Rymer Kent Larson
Printed Name Printed Name
2/22/2022 2/22/2022
Date Date
CITY OF TIGARD-CONTRACT SUMMARY&ROUTING FORM
Contract Overview
Contract/Amendment Number: C210019a2
Contract Start Date: 8/25/2020 Contract End Date: 3/31/2022
Contract Title: 2020 Facility Consolidation Functional and Concept Design
Contractor Name: DLR Group
Contract Manager: Kevin Cole
Department: Central Services
Contract Costs
Original Contract Amount: $165,000.00
Total All Previous Amendments: $150,000.00
Total of this Amendment: -0-
Total Contract Amount: $315,000.00
Procurement Authority
Contract Type: Personal Services
Procurement Type: PCR 10.075 Contract Amendments
LCRB Date: 2/9/2021
Account String: Fund-Division-Account Work Order—Activit,LXpe Amount
FY No funds added
FY
FY
FY
FY
Contracts & Purchasing Approval
Purchasing Signature: Ma-c,{A.P- . Sf",' e
Comments: Extend and change City PM
DocuSign Routing
Route for Signature Name Email Address
Contractor Kent Larson Klarson@dlrgroup.com
City of Tigard Steve Rymer Stever@tigard-or.gov
Final Distribution
Contractor Kent Larson Klarson@dlrgroup.com
Project Manager Kevin Cole kevinc@tigard-or.gov
-Buyer Machelle Stephens Machefles@tigard-or.gov
DocuSign Envelope ID: DD84E7E3-7387-414F-8B3C-E8764F38F9D6
CITY OF TIGARD,OREGON
AMENDMENT TO CONTRACT C210019
FACILITY CONSOLIDATION FUNCTIONAL AND CONCEPT DESIGN
AMENDMENT #2
The Agreement between the City of Tigard,a municipal corporation of the State of Oregon,hereinafter called
City, and DLR Group, hereinafter referred to as Contractor is hereby amended as follows:
1. Effective Date and Duration
This Agreement is hereby extended to March 31, 2022, unless otherwise terminated or extended.
2. Method &Place of Submitting Notice, Bills, and Payments
City of Tigard contact information is updated as follows:
CITY OF TIGARD
Attn: Kevin Cole
Address: 138777 SW Burnham Street
Phone: (503) 718-2588
Email: kevinc@tigard-or.gov
IN WITNESS WHEREOF, City has caused this Amendment to be executed by its duly authorized
undersigned officer and Contractor has executed this Amendment upon signature and date listed below.
CITY OF TIGARD DLR GROUP
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Signature Signature
Steve Rymer Kent Larson
Printed Name Printed Name
11/29/2021 11/29/2021
Date Date
CITY OF TIGARD-CONTRACT SUMMARY FORM
Contract Overview
Contract/Amendment Number: C210019 Amd 1
Contract Start Date: 8/25/20 Contract End Date: 11/30/21
Contract Title: 2020 Facility Consolidation Functional and Concept Design
Contractor Name: DLR Group
Contract Manager: Nadine Robinson
Department: Central Services
Contract Costs
Original Contract Amount: $165,000.00
Total All Previous Amendments: 0
Total of this Amendment: $150,000.00
Total Contract Amount: $315.000.00
Procurement Authority
Contract Type: Personal Services
Procurement Type: PCR 10.075 Contract Amendments
LCRB Date: 2/9/21
Account String: Fund-Division-Account Work Order—Activity Type Amount
FY 20/21 650-6400-54001 $150.000.00
FY
FY
FY
FY
Contracts & Purchasing Approval
Purchasing Signature:
Comments:
CITY OF TIGARD,OREGON
AMENDMENT TO CONTRACT C210019
FACILITY CONSOLIDATION FUNCTIONAL AND CONCEPT DESIGN
AMENDMENT #1
The Agreement between the City of Tigard,a municipal corporation of the State of Oregon,hereinafter called
City, and DLR Group,hereinafter referred to as Contractor is hereby amended as follows:
1. Scope of Services
The scope of services is amended to perform civil engineering, landscape architecture, skate park
design support, cost estimating and design integration and project management services as provided
in Exhibit A-1,which is attached hereto and by this reference made a part of this Amendment.
2. Effective Date and Duration
This Agreement is hereby extended to November 30, 2021, unless otherwise terminated or extended.
3. Compensation
A. As compensation for the professional services as described in Exhibit A-1 of this Amendment,
Contractor will be paid based upon the Fee Schedule in Exhibit A-2 of this Amendment. The
Basic Fee is adjusted by One Hundred Fifty Thousand and No/100 Dollars ($150,000.00) for a
total not to exceed amount of Three Hundred Fifteen Thousand and No/100 Dollars
($315,000.00).
4. Method &Place of Submitting Notice, Bills, and Payments
Contractor contact information is updated as follows:
DLR GROUP
Attn: Kent Larson
Address: 110 SW Yamhill St., Suite 105
Portland, OR 97204
Phone: (503) 274-2675
Email: klarson@dlrgroup.com
IN WITNESS WHEREOF, City has caused this Amendment to be executed by its duly authorized
undersigned officer and Contractor has executed this Amendment upon signature and date listed below.
CITY OF TIGARD DLR GROUP
Signature Signature
Steve Rymer
Printed Name Printed Name
02/24/2021
Date Date
EXHIBIT A-1
SCOPE OF SERVICES
Contractor agrees to perform civil engineering, landscape architecture, skate park design support, cost
estimating and design integration and project management services.
Task 3: Design Integration and Project Management (DLR Group)
3.1 Coordinate work of civil,landscape and skate park subconsultants with architectural design via internal
design workshops.
3.2 Coordinate community outreach planning and products with landscape architect and skate park
subconsultants.
3.3 Develop additional community survey/feedback options if desired.
3.4 Prepare and coordinate work for cost estimate package.
3.5 Prepare and coordinate subconsultants work for City review sessions.
3.6 Coordinate community outreach and feedback either virtual or in person.
Task 4: Civil Engineering (KPFF)
4.1 Attend four (4) coordination meetings with the City to discuss the site design. These meetings
will include:
• Discussions on the planned improvements to Ash and Burnham Street from the
transportation capital improvement plan,
• Plans for the multi-use trail identified through the site in the transportation plan,
• Identifying stormwater strategies for the site, and
• Discussing planned utility improvements for the area.
4.2 Provide schematic level design documents for the site including:
• Utility plan—identifying point of connections for sanitary sewer,water, and franchise
utilities based on available information.
• Drainage plan—identifying point of connections and conceptual water quality treatment
facility locations, type, size, and layout.
• ROW improvement plan—identifying proposed ROW improvements adjacent to the site.
4.3 Provide a civil narrative for cost estimating and to accommodate the design documents.
4.4 Coordinate the grading of the site and correlation to the stormwater design between all subcontractors.
4.5 Provide AutoTurn movements to verify truck and vehicle turning movements on the site and at the
driveway entrances.
4.6 Coordinate conceptual drainage design between all subcontractors.
Task 5: Landscape Architecture (PLACE)
5.1 Review overall strategy and goals for the program, design, O&M and Entitlements.
5.2 Discuss program, site logistics, and community benefits with the City.
5.3 Develop site and building ideas and perceptions for the site and landscape.
5.4 Develop design alternatives; site plans, streetscapes, sections/elevations as needed to describe
the intent.
5.5 Provide a robust outreach and community engagement process to better understand the needs and
interests of the stakeholders and community as follows:
0 Questionnaires-surveys, graphic exhibits, and a findings narrative, and
• Online meetings, possible open-air engagement, and possible emailed survey-questionnaires.
5.6 Refine the alternatives to a single preferred schematic design direction;provide color graphic
illustrations, site plan(s) bird's eye view rendering, and sections/elevation(s).
5.7 Provide site and cost narrative.
5.8 Refine design and identify preliminary material palette.
5.9 Revise the design based on City and community comments.
5.10 Provide Planning Submittal and Schematic Design Submittal @100% (2 submittals).
A. Site plan/Materials plan
B. Grading Concept plans
C. Sections/Elevations
D. Graphic Illustrations
E. Precedent Imagery
Task 6: Skate Park Design Support (Dreamland Skateparks)
6.1 Participation in community engagement tasks (workshops,survey development,community meetings
(online / in person TBD).
6.2 Review architectural and landscape plans and site survey. Coordinate conceptual skate park design
with overall site plan and park design.
6.3 Provide general outline,grading, drainage, shape, dimensions and budget statement for the skatepark
component.
6.4 Provide review services of Troy Mears — Mears Design Group landscape architect in support of
Dreamland Skate Parks.
Task 7: Cost Estimating (TMB Associates)
7.1 Prepare a single opinion of probable construction cost for no more than one scheme. Each opinion
shall consist of no more than three sections including the respective building and site work for each
of the following:
• City Hall/Police Facility
• Structured parking
• Site work
7.2 No more than five alternate systems studies will be included.
7.3 Cost opinions will be presented in the Uniformat 11 format.
CITY OF TIGARD,OREGON-CONTRACT SUMMARY FORM
THIS FORMMUSTACCOMPANYEVERY CONTRACT)
Contract Title: 2020 Facility Consolidation Functional and Concept Design Number: C210019
I
Contractor: DLR Group Contract Total: $165,000
Contract Overview: Update programming work for AIO+ project.
Initial Risk Level: ❑ Extreme ❑ High ® Moderate ❑ Low
Risk Reduction Steps:
Risk Comments:
Risk Signature: N/A
Contract Manager: Nadine Robinson Ext: 2418 Department: Central Services
Type: ❑ Personal Svc ® Professional Svc ❑ Public Imp ❑ General Svc ❑ Coop Purchase
❑ Other: Start Date: End Date:
Quotes/Bids/Proposal: FIRM AMOUNT/SCORE
DLR Group 357
FFA Architecture 320
Mackenzie 274
SERA Architects 262
Account String: Fund-Division-Account Work Order—Activity Type Amount
FY 20/21 650-6400-54001 165,000.00
FY
FY
FY
FY
Approvals - LCRB Date: N/A
Department Comments:
Department Signature:
Purchasing Comments:
Purchasing Signature:
Signature:
City Manager Comments:
City Manager Signature:
After securing all required approvals, forward original copy to the Contracting and Purchasing Office along with a
completed Contract Checklist.
Contract#C210019
CITY OF TIGARD,OREGON
PROFESSIONAL SERVICES AGREEMENT
FACILITY CONSOLIDATION FUNCTIONAL AND CONCEPT DESIGN
THIS AGREEMENT, made and entered into this 25th day of August, 2020, by and between the City of
Tigard, a municipal corporation, hereinafter referred to as the "City," and DLR Group, hereinafter referred
to as the "Contractor."
RECITALS
WHEREAS, the City's Fiscal Year 2021 budget provides for professional services for the Facility
Consolidation Functional and Concept Design project; and
WHEREAS, the accomplishment of the work and services described in this Agreement is necessary and
essential to the program of the City; and
WHEREAS, the City desires to engage the Contractor to render professional services for the project
described in this Agreement,and the Contractor is willing and qualified to perform such services;
THEREFORE, in consideration of the promises and covenants contained herein, the parties hereby agree
as follows:
1. Scope of Services
Contractor will perform professional services in accordance with the terms and conditions set forth
herein, and as provided in Exhibits A and B,which is attached hereto and by this reference made a
part of this Agreement.
2. Effective Date and Duration
This Agreement is effective upon the date of execution and expires on March 31, 2021 unless
otherwise terminated or extended. All work under this Agreement must be completed prior to the
expiration of this Agreement.
3. Compensation
A. The maximum that Contractor may be paid on this Agreement is hereafter the "not to exceed"
amount of One Hundred Sixty-Five Thousand Dollars ($165,000.00) without prior written
authorization. The "not to exceed" amount includes all payments to be made pursuant to this
Agreement as indicated in Exhibit C, including reimbursable expenses, if any. Nothing in this
Agreement requires the City to pay for work that does not meet the standard of care that would
ordinarily be used by similar professionals in this community in similar circumstances or other
requirements of the Agreement. The actual amount to be paid to Contractor may be less than the
"not to exceed" amount.
B. Contractor is entitled to receive progress payments for its work pursuant to the Agreement as
provided below. The City will pay Contractor based on these invoices for acceptable work
performed and approved until the "not to exceed" amount is reached. Thereafter, Contractor
must complete work based on the Agreement without additional compensation unless there is a
change to the scope of work.
C. Any estimate of the hours necessary to perform the work is not binding on the City. Contractor
remains responsible if the estimate proves to be incorrect. Exceeding the number of estimated
hours of work does not impose any liability on the City for additional payment.
D. Payment will be made upon receipt of detailed billings based on the work completed. Contractor
will submit billings to City periodically, but not more frequently than monthly. Payment by the
City releases the City from any further obligation for payment to Contractor for service or services
performed or expenses incurred as of the date of the statement of services. Payment will be made
only for work actually completed as of the date of invoice. Payment will not be considered
acceptance or approval of any work or waiver of any defects therein.
E. Contractor must furnish certified cost records for all billings to substantiate all charges.
Contractor's accounts are subject to audit by the City. Contractor will submit billings in a form
satisfactory to the City. At a minimum, each billing will identify the task order under which such
work is performed, work completed during the billing period, percentage of work completed to
date, and percentage of budget used to date for each task. Billings must also include Contractor's
employer identification number or social security number, as the City deems applicable.
F. General Terms:
1) Contractor must make payments promptly, as due, to all persons supplying labor or materials
for the performance of the work provided for in this Agreement.
2) Contractor may not permit any lien or claim to be filed or prosecuted against the City on any
account of any labor or material furnished.
3) Contractor will pay to the Department of Revenue all sums withheld from employees pursuant
to ORS 316.167.
4) Contractor will pay all contributions or amounts due the Industrial Accident Fund from the
contractor or any subcontractor.
5) If Contractor fails, neglects, or refuses to make prompt payment of any claim for labor or
services furnished to Contractor or a subcontractor by any person as such claim becomes due,
City's Finance Director may pay such claim and charge the amount of the payment against
funds due or to become due the Contractor. The payment of the claim in this manner does
not relieve Contractor or their surety from obligation with respect to any unpaid claims.
6) Contractor will promptly,as due,make payment to any person,co-partnership,association,or
corporation,furnishing medical,surgical,and hospital care or other needed care and attention,
incident to sickness or injury, to the employees of Contractor, of all sums that Contractor
agrees to pay for the services and all moneys and sums that Contractor collected or deducted
from the wages of employees pursuant to any law, contract, or agreement for the purpose of
providing or paying for services.
7) Contractor and its employees,if any,are not active members of the Oregon Public Employees
Retirement System and are not employed for a total of 600 hours or more in the calendar year
by any public employer participating in the Retirement System.
8) Contractor must obtain, prior to the execution of any performance under this Agreement, a
City of Tigard Business License. The Tigard Business License is based on a calendar year with
a December 31 st expiration date. New businesses operating in Tigard after June 30th of the
current year will pay a pro-rated fee though the end of the calendar year.
9) The City certifies that sufficient funds are available and authorized for this Agreement during
the current fiscal year. Funding during future fiscal years is subject to budget approval by
Tigard's City Council.
4. Ownership of Plans and Documents: Records
A. The field notes, design notes, and original drawings of the construction plans, as instruments of
service, are the property of Contractor;however, the City may request, at no additional cost, one
set of previously approved reproducible drawings, as well as storage device such as thumb drive
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or SD card in "DWG" or "DXF" format, of the original drawings of the work. The City has
unlimited authority to use the materials received from Contractor in any way the City deems
necessary.
B. The City may make copies, for the use of and without cost to Contractor, of all of its maps,
records, laboratory tests, or other data pertinent to the work to be performed by the Contractor
pursuant to this Agreement, and also make available any other maps, records, or other materials
available to the City from any other public agency or body.
C. The Contractor will furnish to the City,copies of all maps,records,field notes,and soil tests which
were developed in the course of work for the City and for which compensation has been received
by Contractor at no additional expense to the City, except as provided elsewhere in this
Agreement.
5. Assignment/Delegation
Neither party may assign, sublet or transfer any interest in or duty under this Agreement without the
written consent of the other and no assignment has any force or effect unless and until the other
party has consented. If City agrees to assignment of tasks to a subcontract, Contractor is fully
responsible for the acts or omissions of any subcontractors and of all persons employed by them.
Neither the approval by City of any subcontractor nor anything contained herein creates any
contractual relation between the subcontractor and City. The provisions of this Agreement are
binding upon and will inure to the benefit of the parties to the Agreement and their respective
successors and assigns.
6. Status of Contractor as Independent Contractor
Contractor certifies that:
A. Contractor acknowledges that for all purposes related to this Agreement, Contractor is an
independent contractor as defined by ORS 670.600 and not an employee of City. Contractor is
not entitled to benefits of any kind to which an employee of City is entitled and is solely
responsible for all payments and taxes required by law. Furthermore,in the event that Contractor
is found by a court of law or any administrative agency to be an employee of City for any purpose,
City is entitled to offset compensation due, or to demand repayment of any amounts paid to
Contractor under the terms of this Agreement, to the full extent of any benefits or other
remuneration Contractor receives (from City or third party) as a result of said finding and to the
full extent of any payments that City is required to make (to Contractor or to a third party) as a
result of said finding.
B. Contractor is not an officer,employee,or agent of the City as those terms are used in ORS 30.265.
7. Conflict of Interest
The undersigned Contractor hereby represents that no employee of the City, or any partnership or
corporation in which a City employee has an interest, has or will receive any remuneration of any
description from Contractor,either directly or indirectly,in connection with the letting or performance
of this Agreement, except as specifically declared in writing.
If this payment is to be charged against Federal funds,Contractor certifies that he/she is not currently
employed by the Federal Government and the amount charged does not exceed his or her normal
charge for the type of service provided.
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8. Indemnification
A. City has relied upon the professional ability and training of Contractor as a material inducement
to enter into this Agreement. Contractor represents that all of its work will be performed in
accordance with generally accepted professional practices and standards as well as the
requirements of applicable federal, state, and local laws, it being understood that acceptance of a
Contractor's work by City will not operate as a waiver or release. Acceptance of documents by
City does not relieve Contractor of any responsibility for design deficiencies, errors or omissions.
B. Claims for other than Professional Liability. Contractor agrees to indemnify, defend, save, and
hold harmless the City of Tigard, its officers, employees, agents, and representatives from all
claims, suits, or actions and all expenses incidental to the investigation and defense thereof, of
whatsoever nature, including intentional acts resulting from or arising out of the activities of
Contractor or its subcontractors, sub-consultants, agents or employees in performance of this
contract at both trial and appeal level,whether or not a trial or appeal ever takes place including
any hearing before federal or state administrative agencies. If any aspect of this indemnity is found
to be illegal or invalid for any reason whatsoever, such illegality or invalidity does not affect the
validity of the remainder of this indemnification.
C. Claims for Professional Liability. Contractor agrees to indemnify, defend, save,and hold harmless
the City of Tigard, its officers, employees, agents, and representatives from all claims, suits, or
actions and all expenses incidental to the investigation and defense thereof, arising out of the
professional negligent acts, errors or omissions of Contractor or its subcontractors, sub-
consultants, agents or employees in performance of professional services under this agreement.
Any work by Contractor that results in a design of a facility that is not readily accessible to and
usable by individuals with disabilities will be considered a professionally negligent act, error, or
omission.
D. As used in subsections B and C of this section, a claim for professional liability is a claim made
against the City in which the City's alleged liability results directly or indirectly,in whole or in part,
from the quality of the professional services provided by Contractor, regardless of the type of
claim made against the City in performance of this Agreement. A claim for other than professional
liability is a claim made against the City in which the City's alleged liability results from an act or
omission by Contractor unrelated to the quality of professional services provided by Contractor
in performance of this Agreement.
9. Insurance
Contractor and its subcontractors must maintain insurance acceptable to City in full force and effect
throughout the term of this contract. Such insurance must cover risks arising directly or indirectly out
of Contractor's activities or work hereunder,including the operations of its subcontractors of any tier.
The policy or policies of insurance maintained by the Contractor must provide at least the following
Emits and coverages:
A. Commercial General Liability Insurance
Contractor will obtain,at Contractor's expense,and keep in effect during the term of this contract,
Comprehensive General Liability Insurance covering Bodily Injury and Property Damage on an
"occurrence" form (CG 2010 1185 or equivalent). This coverage must include Contractual
Liability insurance for the indemnity provided under this contract. The following insurance will
be carried:
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Coverage Limit
General Aggregate $2,000,000
Products-Completed Operations Aggregate $1,000,000
Personal&Advertising Injury $1,000,000
Each Occurrence $1,000,000
B. Professional Liability
Contractor must obtain,at Contractor's expense,and keep in effect during the term of this contract,
Professional Liability Insurance covering any damages caused by any actual or alleged negligent act,
error,or omission in the rendering of or failure to render Professional Services.Combined single limit
per claim may not be less than$1,000,000,or the equivalent. Annual aggregate limit may not be less
than$1,000,000 and filed on a"claims-made" form.
C. Commercial Automobile Insurance
Contractor must also obtain, at Contractor's expense, and keep in effect during the term of the
contract, Commercial Automobile Liability coverage including coverage for all owned,hired, and
non-owned vehicles on an "occurrence" form. The Combined Single Limit per occurrence may
not be less than$1,000,000.
If Contractor uses a personally-owned vehicle for business use under this contract,the Contractor
will obtain, at Contractor's expense, and keep in effect during the term of the contract, business
automobile liability coverage for all owned vehicles on an "occurrence" form. The Combined
Single Limit per occurrence may not be less than $1,000,000.
D. Workers' Compensation Insurance
The Contractor, its subcontractors, if any, and all employers providing work, labor, or materials
under this Contract that are subject employers under the Oregon Workers' Compensation Law
must comply with ORS 656.017,which requires them to provide workers'compensation coverage
that satisfies Oregon law for all their subject workers. Out-of-state employers must provide
Oregon workers' compensation coverage for their workers who work at a single location within
Oregon for more than 30 days in a calendar year. Contractors who perform work without the
assistance or labor of any employee need not obtain workers' compensation coverage. All non-
exempt employers must provide Employer's Liability Insurance with coverage limits of not less
than $1,000,000 each accident.
E. Additional Insured Provision
All required insurance policies, other than Workers' Compensation and Professional Liability,
must name the City its officers, employees,agents,and representatives as additional insureds with
respect to this Agreement.
F. Extended Reporting Coverage
If any of the required liability insurance is arranged on a "claims-made" basis, Extended Reporting
coverage will be required at the completion of this contract to a duration of 24 months or,if less than
24 months, the maximum time-period Contractor's insurer will provide. Contractor will be
responsible for furnishing certification of Extended Reporting coverage as described or continuous
"claims-made"liability coverage for 24 months following contract completion. Continuous"claims-
made" coverage will be acceptable in lieu of Extended Reporting coverage, provided its retroactive
51Page
date is on or before the effective date of this contract. Coverage will be endorsed to provide a"per
project"aggregate.
G. Insurance Carrier Rating
Coverages provided by the Contractor must be underwritten by an insurance company deemed
acceptable by the City. All policies of insurance must be written by companies having an A.M.
Best rating of "A-VII" or better, or equivalent. The City reserves the right to reject all or any
insurance carrier(s) with an unacceptable financial rating.
H. Self-Insurance
The City understands that some contractors may self-insure for business risks and the City will
consider whether such self-insurance is acceptable if it meets the minimum insurance requirements
for the type of coverage required. If Contractor is self-insured for commercial general liability or
automobile liability insurance, Contractor must provide evidence of such self-insurance.
Contractor must provide a Certificate of Insurance showing evidence of the coverage amounts on
a form acceptable to the City. The City reserves the right in its sole discretion to determine
whether self-insurance is adequate.
I. Certificates of Insurance
As evidence of the insurance coverage required by the contract, Contractor will furnish a
Certificate of Insurance to the City. No contract is effective until the required Certificates of
Insurance have been received and approved by the City. The certificate will specify and document
all provisions within this contract and include a copy of Additional Insured Endorsement. A
renewal certificate will be sent to the below address prior to coverage expiration.
J. Primary Coverage Clarification
The parties agree that Contractor's coverage is primary to the extent permitted by law. The parties
further agree that other insurance maintained by the City is excess and not contributory insurance
with the insurance required in this section.
K. Cross-Liability Clause
A cross-liability clause or separation of insureds clause will be included in all general liability,
professional liability,pollution, and errors and omissions policies required by this Agreement.
A certificate in form satisfactory to the City certifying to the issuance of such insurance will be
forwarded to:
City of Tigard
Attn: Contracts and Purchasing Office
13125 SW Hall Blvd.
Tigard, Oregon 97223
OR
ContractsPurchasing(a,ti� acrd-or.gov
At the discretion of the City, a copy of each insurance policy, certified as a true copy by an
authorized representative of the issuing insurance company, may be required to be forwarded to
the above address.
Such policies or certificates must be delivered prior to commencement of the work. The procuring
of such required insurance will not be construed to limit Contractor's liability hereunder.
61Page
Notwithstanding said insurance, Contractor is obligated for the total amount of any damage,
injury, or loss caused by negligence or neglect connected with this Agreement.
10. Method & Place of Submitting Notice, Bills, and Payments
All notices,bills and payments will be made in writing and may be given by personal delivery,mail,or
by fax. Payments may be made by personal delivery, mail, or electronic transfer. The following
addresses will be used to transmit notices, bills,payments, and other information:
WITY OFT GARi DLR GROUP
Attn: Nadine Robinson Attn: Kent Larson
Address: 13125 SW Hall Blvd Address: 421 SW Sixth Ave, Suite 1212
Tigard, OR 97223 Portland, OR 97204
Phone: (503) 718-2481 Phone: (503) 274-2675
Email: nadine@tigard-or.gov Email: klarson@dlrgroup.com
Notice will be deemed given upon deposit in the United States mail, postage prepaid, or when so
faxed,upon successful fax. In all other instances,notices,bills and payments will be deemed given at
the time of actual delivery. Changes may be made in the names and addresses of the person to who
notices, bills, and payments are to be given by giving written notice pursuant to this paragraph.
11. Survival
The terms, conditions, representations, and warranties contained in this Agreement survive the
termination or expiration of this Agreement.
12. Merger
This writing is intended both as a final expression of the Agreement between the parties with respect
to the included terms and as a complete and exclusive statement of the terms of the Agreement. No
modification of this Agreement will be effective unless and until it is made in writing and signed by
both parties.
13. Termination Without Cause
At any time and without cause, City has the right in its sole discretion to terminate this Agreement by
giving notice to Contractor. If City terminates this Agreement pursuant to this paragraph, City will
pay Contractor for services rendered to the date of termination.
14. Termination for Cause
A. City may terminate this Agreement effective upon delivery of written notice to Contractor,
or at such later date as may be established by City, under any of the following conditions:
1) If City funding from federal, state, local, or other sources is not obtained and continued at
levels sufficient to allow for the purchase of the indicated quantity of services. This Agreement
may be modified to accommodate a reduction in funds.
2) If Federal or State regulations or guidelines are modified, changed, or interpreted in such a
way that the services are no longer allowable or appropriate for purchase under this
Agreement.
3) If any license or certificate required by law or regulation to be held by Contractor, its
subcontractors, agents, and employees to provide the services required by this Agreement is
for any reason denied, revoked, or not renewed.
4) If Contractor becomes insolvent,if voluntary or involuntary petition in bankruptcy is filed by
or against Contractor, if a receiver or trustee is appointed for Contractor, or if there is an
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assignment for the benefit of creditors of Contractor.
Any such termination of this Agreement under paragraph (A) will be without prejudice to any obligations
or liabilities of either party already accrued prior to such termination.
B. City, by written notice of default (including breach of contract) to Contractor, may terminate the
whole or any part of this Agreement:
1) If Contractor fails to provide services called for by this Agreement within the time specified,
or
2) If Contractor fails to perform any of the other provisions of this Agreement or fails to pursue
the work as to endanger performance of this Agreement in accordance with its terms, and
after receipt of written notice from City, fails to correct such failures within ten (10) days or
such other period as City may authorize.
The rights and remedies of City provided above related to defaults (including breach of contract)
by Contractor are not exclusive and are in addition to any other rights and remedies provided by
law or under this Agreement.
If City terminates this Agreement under paragraph(B),Contractor will be entitled to receive as full payment
for all services satisfactorily rendered and expenses incurred,provided,that the City may deduct the amount
of damages, if any, sustained by City due to breach of contract by Contractor. Damages for breach of
contract include those allowed by Oregon law,reasonable and necessary attorney fees,and other costs of
litigation at trial and upon appeal.
15. Access to Records
City will have access to such books, documents, papers and records of Contractor as are directly
pertinent to this Agreement for the purpose of making audit, examination, excerpts and transcripts.
16. Hazardous Materials
Contractor will comply with all federal Occupational Safety and Health Administration (OSHA)
requirements and all Oregon safety and health requirements. In accordance with OSHA and Oregon
OSHA Hazard Communication Rules, if any goods or services provided under this Agreement may
release, or otherwise result in an exposure to, a hazardous chemical under normal conditions of use
(for example, employees of a construction contractor working on-site), it is the responsibility of
Contractor to provide the City with the following information: all applicable Safety Data Sheet, the
identity of the chemical/s, how Contractor will inform employees about any precautions necessary,
an explanation of any labeling system, and the safe work practices to prevent exposure. In addition,
Contractor must label, tag, or mark such goods.
17. Force Majeure
Neither City nor Contractor will be considered in default because of any delays in completion and
responsibilities hereunder due to causes beyond the control and without fault or negligence on the
part of the parties so disenabled,including but not restricted to, an act of God or of a public enemy,
civil unrest,volcano,earthquake, fire, flood,epidemic, quarantine restriction, area-wide strike, freight
embargo, unusually severe weather or delay of subcontractor or supplies due to such cause;provided
that the parties so disenabled will within ten (10) days from the beginning of such delay, notify the
other party in writing of the cause of delay and its probable extent. Such notification will not be the
basis for a claim for additional compensation. Each party will, however, make all reasonable efforts
to remove or eliminate such a cause of delay or default and will,upon cessation of the cause,diligently
pursue performance of its obligation under the Agreement.
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18. Non-Waiver
The failure of City to insist upon or enforce strict performance by Contractor of any of the terms of
this Agreement or to exercise any rights hereunder should not be construed as a waiver or
relinquishment to any extent of its rights to assert or rely upon such terms or rights on any future
occasion.
19. Hours of Labor, Pay Equity
In accordance with ORS 279B.235, the following are hereby incorporated in full by this reference:
A. Contractor may not employ an individual for more than 10 hours in any one day, or 40 hours in
any one week, except as provided by law. For contracts for personal services, as defined in ORS
279A.055, Contractor must pay employees at least time and a half pay for all overtime the
employees work in excess of 40 hours in any one week, except for employees who are excluded
under ORS 653.010 to 653.261 or under 29 U.S.C. 201 to 209 from receiving overtime.
B. Contractor must give notice in writing to employees who work on a public contract, either at the
time of hire or before commencement of work on the contract,or by positing a notice in a location
frequented by employees, of the number of hours per day and days per week that the employees
may be required to work.
C. Contractor may not prohibit any of Contractor's employees from discussing the employee's rate
of wage, salary,benefits or other compensation with another employee or another person and may
not retaliate against an employee who discusses the employee's rate of wage, salary, benefits or
other compensation with another employee or another person.
D. Contractor must comply with the pay equity provisions in ORS 652.220. Compliance is a material
element of this Agreement and failure to comply will be deemed a breach that entitles City to
terminate this Agreement for cause.
20. Non-Discrimination
Contractor will comply with all federal, state, and local laws, codes, regulations, and ordinances
applicable to the provision of services under this Agreement,including,without limitation:
A. Title VI of the Civil Rights Act of 1964;
B. Section V of the Rehabilitation Act of 1973;
C. The Americans with Disabilities Act of 1990, as amended by the ADA Amendments Act
(ADAAA) of 2008 (Pub L No 101- 336); and
D. ORS 659A.142,including all amendments of and regulations and administrative rules,and all other
applicable requirements of federal and state civil rights and rehabilitation statutes, rules and
regulations.
21. Errors
Contractor will perform such additional work as may be necessary to correct errors in the work
required under this Agreement without undue delays and without additional cost.
22. Extra Work, Changes
Only the City's Project Manager for this Agreement may change or authorize additional work. Failure
of Contractor to secure authorization for extra work constitutes a waiver of all right to adjust the
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contract price or contract time due to such unauthorized extra work and Contractor will not be entitled
to compensation for the performance of unauthorized work.
23. Warranties
Contractor will guarantee work for a period of one year after the date of final acceptance of the work
by the owner. Contractor warrants that all practices and procedures,workmanship and materials are
the best available unless otherwise specified in the profession. Neither acceptance of the work nor
payment therefore relieves Contractor from liability under warranties contained in or implied by this
Agreement.
Any intellectual property rights delivered to the City under this Agreement and Contractor's services
rendered in the performance of Contractor's obligations under this Agreement, will be provided to
the City free and clear of any and all restrictions on or conditions of use, transfer, modification, or
assignment, and be free and clear of any and all liens, claims, mortgages, security interests, liabilities,
charges, and encumbrances of any kind.
24. Attorney's Fees
In the event an action, suit of proceeding, including appeal, is brought for failure to observe any of
the terms of this Agreement, each party is responsible for that party's own attorney fees, expenses,
costs and disbursements for the action, suit,proceeding, or appeal.
25. Choice of Law,Venue
The provisions of this Agreement are governed by Oregon law. Venue will be the State of Oregon
Circuit Court in Washington County or the U.S. District Court for Oregon, Portland.
26. Compliance with State and Federal Laws/Rules
Contractor will comply with all applicable federal, state and local laws,rules and regulations applicable
to the work in this Agreement.
27. Conflict Between Terms
In the event of a conflict between the terms of this Agreement and Contractor's proposal, this
Agreement will control. In the event of conflict between a provision in the main body of the Agreement
and a provision in the Exhibits, the provision in the main body of the Agreement will control. In the
event of an inconsistency between Exhibit A and Exhibit B,Exhibit A will control.
28. Audit
Contractor will maintain records to assure conformance with the terms and conditions of this
Agreement and to assure adequate performance and accurate expenditures within the contract period.
Contractor agrees to permit City,the State of Oregon,the federal government,or their duly authorized
representatives to audit all records pertaining to this Agreement to assure the accurate expenditure of
funds.
29. Severability
In the event any provision or portion of this Agreement is held to be unenforceable or invalid by any
court of competent jurisdiction,the validity of the remaining terms and provisions will not be impaired
unless the illegal or unenforceable provision affects a significant right or responsibility,in which case
the adversely affected party may request renegotiation of the Agreement and,if negotiations fail,may
terminate the Agreement.
30. Compliance with Tax Laws
10 1 Page
Contractor represents and warrants that Contractor is, to the best of the undersigned's knowledge, not in
violation of any Oregon tax laws including but not limited to ORS 305.620 and ORS Chapters 316, 317, and
318. Contractor's failure to comply with the tax laws of this state or a political subdivision of this state before
the Contractor executed this Agreement or during the term of this Agreement is a default for which the City
may terminate this Agreement and seek damages and other relief available under the terms of this Agreement
or applicable law.
IN WITNESS WHEREOF, City and Contractor have caused this Agreement to be executed by their duly
authorized officials.
CITY OF TIGARD DLR GROUP
B B #VR,4Aaa�
Name:
Martha Wine Name: KENT R. LARSON
Title:
City Manager Title: PRINCIPAL IN THE FIRM
Date:
August 31, 2020 Date: AUGUST 27,2020
111 Page
EXHIBIT A
SCOPE OF SERVICES
Contractor agrees to provide professional services as detailed in their June 25`' QBS RFP Facility
Consolidation Functional and Conceptual Design Services proposal and further refined in the August 24`' fee
proposal.
TASK 1—Review Previous Work and Enhancements to City Services
• Understand the current work environment.
• Interview departmental staff(will include multiple meetings per department plus reviews with City
project committee.)
o Understand location and adjacency needs of departmental staff in order to enhance city
services to residents.
o Identify how on-site service needs align with telecommuting.
• Interview Information Technology staff to determine how implementation of Total Tyler may
impact workflow and adjacencies.
• Develop workflow analysis to understand efficiencies.
• Develop workflow analysis for a centralized customer service experience.
TASK 2—Work Products
The following deliverables will be provided by Contractor:
• Updated programming for the All-in-One facility.
• Updated parking needs for the All-in-One parking structure.
• Updated conceptual floor plans,including massing. Create elevations and site plans for facility and
parking structure to a 10% design level. Provide (or include on site plans) vehicle and pedestrian
circulation and access diagrams for a general audience.
• Community outreach design package.
12 1 Page
Exhibit B
Contractor's Proposal
CITY OF TIGARD
FINANCE AND INFORMATION SERVICES
QBS RFP- Facility Consolidation Functional and Concept Design
PROPOSAL
JUNE 251 2020110:00 AM PDT
Ff
it
h -
r - _
t 1�
Contact Person:
Kent Larson, AIA, LEED AP
Principal-in-Charge
421 SW Sixth Avenue, Suite 1212
Portland, OR 97204 DLR Group
o: 503/200-3303 1 f: 503/274-0313 16
klarson@dlrgroup.com Architecture Engineering Planning Interiors
DLR Group
Architecture Engineering Planning Interiors
421 SW Sixth Avenue,Suite 1212
Portland,OR 97204
June 25, 2020
City of Tigard
Finance and Information Services
13125 SW Hall Blvd.,Tigard, OR 97223
email: ContractsPurchasing@tigard-or.gov
Re: QBS RFP— Facility Consolidation Functional and Concept Design
Dear Ms. Christine Moody and the Selection Committee:
Thank you for the opportunity to provide this proposal for the Facility Consolidation Functional
and Conceptual Design. We've been monitoring the City's progress on this project since at least
2017, when we at DLR Group had our first conversations with the City Manager's Office and
Police Department about their desires for a future public safety levy and facility replacement.
Congratulations on completing the first effort earlier this year — the successful May 2020 levy
vote speaks to your community's trust in the City's decision-making processes and bodes well
for the future project.
Our understanding of the project is that the City is eager to review and update previous
programming that saw its planned Police Department project evolve into a proposed "All-in-
One"facility replacement. The services we would be asked to provide include review of previous
work that's been delivered to the City of Tigard and produce work products that include updated
programs, plans, and community outreach that convey to taxpayers the thoughtfulness behind
the City's decisions. All of this work must be completed under a COVID-19 lens.
Since the All-in-One project became the preferred solution for the City, building on the work
you've already done is the best process forward at this point. This is also the point at which
the City should seek out a fresh set of eyes for the project in order to find efficiencies and
programmatic improvements, and understand how to balance space in a post-COVID-19 world.
We expect that every proposal you receive will detail how that particular architectural firm
is rethinking the workplace for its clients. And we're doing that,too. Our DLR Group team is
currently the preferred provider of reworked spaces for King County,the largest city or county
government in the Northwest.
But virus-responsive design isn't just a creative thought exercise we're doing for our other
clients. After decades of operating on the 12th floor of Portland's Commonwealth Building,
DLR Group in the first days of 2020 signed a lease for a new ground-floor space in the heart
of downtown to celebrate our creativity and collaboration at street level. Within weeks,the
pandemic struck. Now, instead of pondering temporary solutions, we're designing a space that
we hope will keep our staff as safe as possible while supporting new work modalities both
pre- and post-vaccine. The decisions we're making today will have to be the right ones not just
when the space opens this fall but in 2030 when our new lease expires. So we're trying to be
as thoughtful about this as possible, and we'll do the same for the City of Tigard. We offer a
positive commitment to perform the services within the time period specified, starting and
completing the project within the deadlines stated in this RFP
Portland and locations worldwide
DLR Group's planning and design focus is based on elevating the human experience. Through
collaboration with our clients and team members, we create lasting, uplifting, and sustainable
environments. It is our people whom you will depend on. We look forward to supporting you and
your project stakeholders, and welcome the opportunity to discuss the project further during our
interview.
Sincerely,
DLR Group
An—
Kent Larson,AIA, LEED AP
Principal-in-Charge
421 SW Sixth Avenue, Suite 1212
Portland, OR 97204
o: 503/274-2675 1 d: 503/200-3303
klarson@dlrgroup.com
Portland and locations worldwide
PROJECT UNDERSTANDING AND APPROACH 01
TEAM AND PROJECT MANAGER QUALIFICATIONS 08
PROPOSER'S EXPERIENCE WITH SIMILAR PROJECTS 11
APPENDIX i-vii
RESUMES
TABLE OF ATTACHMENT A: PROPOSAL CERTIFICATIONS
ATTACHMENT B: SIGNATURE PAGE
ATTACHMENT C: ACKNOWLEDGMENT OF ADDENDA
CONTENTS
ATTACHMENT D: STATEMENT OF PROPOSAL
i-
_ VF
Project - • •
pr-oach
a. Proposer's understanding of the type of work required for this project.
The City of Tigard has chosen to investigate further in DLR Group's practice. Now that many positive
an All-in-One solution to the aging facilities you use experiences have reinforced the new realities of
to serve your community. This approach simplifies working, it is important for the City to remain flexible
how citizens interact with the City and provides while making some tough decisions about staff
a number of potential opportunities to increase work locations in order to balance serving citizens
collaboration and efficiencies for staff. Since the All- in a fully-open economy. Will work-from-home
in-One project became the preferred solution for the flexibility allow the City to build less square footage?
City, building on the work you've already done is the We need to talk through this with you to understand
best process forward at this point. This is also the the right approach.
point at which the City should seek out a fresh set of Regardless of work-from-home modalities,the City
eyes for the project in order to find efficiencies and provides a number of services that require face-
programmatic improvements, and understand how to-face interaction with other staff and residents.
to balance space in the post COVID-19 world. Through workshops, DLR Group's team will model
Task 1 and present options for adjacencies between City
Our first task is to understand the work the City has departments that provide the most benefit to staff
invested in so far. This includes not only absorbing and the public. Sometimes during these discussions
the documents produced to date, but also talking our teams need to give City staff a nudge or
to you about why the decisions that were made encouragement to look past the way things have
were important to the City. This will also allow our always been done so that they can start to imagine
team to get to know the City of Tigard's people and how space should be arranged.
processes. An All-in-One service counter is simply the best way
Discussions about how the pandemic has to serve the public in terms of wayfinding. There
changed the work landscape and potential future are some logistical issues to deal with that we
workplace options will occur during staff interviews. can discuss at length, but they include peak flows,
Resistance to extensive work-from-home modalities managing people who routinely come to the building
had been a common pre-COVID-19 attitude, even versus those who rarely do, and security.
City of Tigard:QBS RFP—Facility Consolidation Functional and Concept Design Page 1
DLR Group Project Understanding and Approach
A Second Look: development of specific code analysis. Total site
Marysville's New All-in-One City Center layout, including access and parking, is understood
The City of Marysville had a vision of providing as well as potential future expansions, cost
exceptional service to their community through estimating will be more accurate, and using these
a single facility. They started by engaging diagrams during public outreach will give residents
with a local architectural firm to create some a clearer idea of the project vision.
conceptual information to describe the project.
Once there was some substance to the project,
it was clear to the City that they needed to
garner a more robust team in terms of a deep
understanding about department needs and
helping to usher the project in to reality. With
that, DLR Group teamed with the local firm to
verify planning assumptions and spaces as well
as conducting inclusive visioning and goals +
sessions with project stakeholders. This set a
new bar for the project and how it will become a
true service center for Marysville. f
Task 2
The second task outlines the documentation
DLR Group will need to provide to the City in terms
of deliverables as we work through options to get to
the appropriate solution for the All-in-One facility.
All-in-One updated needs assessment/program —
This document will outline what components of the Public Outreach — DLR Group has been involved
previous studies have been carried forward as well with public outreach on many projects in Oregon.
as providing adjustments based on discussions This process is vitally important to project success.
as part of this scope. A decision log will provide It should not be a single meeting at the end of
clear reasoning to explain why spaces or approach the study process. Public engagement should be
needed to be changed. incremental and build stakeholder buy-in. It should
Parking Needs —The number of parking spaces be through multiple types of media from in-person,
is likely to change from the previous studies. With to social media,to mailers, etc. As residents
residents becoming more comfortable with online become more familiar with the project and are
platforms and staff continuing to work-from-home able to give feedback,they become invested in the
in some capacity, a reduction in parking is a good success of the facility. This requires the City to be
bet, but we don't want to assume anything, so an diligent in responding to comments and feedback.
update to your parking analysis is warranted. If residents feel their opinions have been heard and
Diagrams/Plans — People understand space a few considered,there is a higher likelihood they will
different ways. One way can be through a simple support the project even if their ideas haven't been
list of spaces,though this is not common. The included in the project.
best way for the design team to convey space and Overall,the approach you have outlined in the RFP
adjacencies is to provide diagrams or conceptual is a good way to build on the investment the City
floor plans, building massing, and elevations of the has already made in prior studies while garnering an
entire project. Another benefit of this effort is the objective review and update to the All-in-One facility.
City of Tigard:QBS RFP—Facility Consolidation Functional and Concept Design Page 2
DLR Group Project Understanding and Approach
b. The proposed approach and technical plan for accomplishing the work
described in Section 4 of this RFP.
Design Process '
DLR Group applies our tried-and-true design process
to every project no matter the scope or size. What
we layer on top of our process includes your
processes, needs, and goals. At the outset of this
project we will investigate the scope to anticipate
as many challenges or issues as we can in order to
mitigate them early. First, let's start with an overview
of DLR Group's Design Process. }
At project kickoff, DLR Group's team of experts
begin the process of setting up collaborative design
with key stakeholders in workshops. The goal of
these interactive sessions is to share the materials, Program Verification
listen to feedback and begin to refine ideas. We The City of Tigard has invested time, money and
will meet with key stakeholders to set the stage for effort in developing the All-in-One option. DLR Group
project success on logistical matters like schedule, would like to build on that effort. We will read and
always ensuring that design is in step with project process the information already documented and
measurable goals such as cost and timelines. meet with the City to discuss the reasons why
COMMUNICATION is the key to success on any decisions were made and if there was buy-in from
project. the necessary stakeholders. Our process will include
All decisions must: development of a best practices document with you.
This is where we review workplace best practices
• Meet the City of Tigard and the project team's from government and private sectors and develop
goals, objectives and procedures. The decision a best practices document for your city that is the
makers must be established early. right mix of approaches.
• Be balanced with policy, operations, budget, The unique environment amid that this project is
and schedule. being planned also requires the team to consider
• Enable the decision makers to describe what a post COVID-19 workplace might look like.
empirical and logical reason for outcomes. The approach to post COVID-19 has two paths
• Be participatory in nature. We aim toward — one with a vaccine and one without. Our team
consensus building for buy-in and commitment will present the best information there is based
from all the decision makers. on government recommendations, what the City
is already doing, our own work environments, as
Throughout every phase of the project, DLR Group's well as lessons learned and insights from projects
key team members will have regular interaction we have with companies like Linkedln, Facebook,
with your Project Manager and project team. and Google. The outcomes of this analysis will be
During meetings with your Project Manager, we will included in the best practices we develop with the
discuss how the process is going, what is working City.
and what could be improved, as well as any gaps
in information, contract issues, and any preliminary Once we have a best practices document, we will
findings. review the initial programming work through that
lens. This will include workshops with the functional
work groups for the City as well as a survey and
potential focus groups for the community. Some
groups that might be good candidates for focus
City of Tigard:QBS RFP—Facility Consolidation Functional and Concept Design Page 3
DLR Group Project Understanding and Approach
discussions include contractors, developers, Conceptual Diagrams
volunteers, and community organization leaders. As described in section 4a,the development of
After all the appropriate parties have engaged in the conceptual diagrams is helpful to convey space.
process, we will present a project overview to all to It is also critical to understanding how a building
provide a higher level of understanding about the and site interact and what that leaves for parking.
All-in-One facility. These first concept(s) allow stakeholders to get a
It is after this project overview that the team feel for over space and adjacencies. More robust
will delve into the appropriate adjacencies for conversations about efficiencies, shared areas, and
each department and function. What policies or public wayfinding will happen at this point. Our team
supervisory changes will need to be implemented will work with the City's team in a workshop method
to make some functions happen more efficiently? If to hone and refine the initial diagrams to illustrate
you were to consolidate to one cashier, for example, the intent of the project and needs of the City.
who supervises that staff? How do processes have
to change to make this efficiency functional for all? Public Engagement
How does the public feel about a single point of Engaging the public in the project is the single most
entry? Will that point of entry be situated so that the important step any jurisdiction can take toward
distance to any one function is not onerous on the an eventual successful project. Our process for
disabled or older population? managing this scope of work includes methods
described in section 4a. To take it a bit further,
Site Analysis each outreach effort needs to be curated to your
The facility should be sited to meet the needs of community. They need to answer questions before
the public, staff and community.There are often they are asked and provide factual and compelling
conflicting needs for these groups, but we've found information to residents.There also needs to be
that developing goals and a long-term vision for opportunities for one-on-one conversations with the
the project helps to unify the needs. Our approach community. If a citizen takes the time to show up at
will be to fully investigate available location(s). an outreach event, someone knowledgeable about
Considerations for analyzing sites include not only the project should engage with them. It can be as
geotechnical and environmental concerns, access, simple as showing them around the event to sitting
size, sustainability, and future needs once the and discussing their specific concerns or questions.
project has been completed, but there are significant There is no one-size-fits-all approach to public
considerations to analyze for the construction engagement because every community is different,
phase including: access by contractors, access to but we will bring ideas and methods that have been
existing facilities, noise and sight distractions during successful on multiple projects.
business hours, etc. Having a thorough analysis
of a site will also provide information about what
parking options are available to the project as well.
Unexplored site conditions can have an large effect First, I want to say that DLR Group's staff
on a project's budget, and finding efficient site are energetic professionals that were intent
solutions allows money to be spent on operations on partnering with Skagit County and the
and built spaces that residents and building community to make this project a success.
occupants will appreciate for the life of the building. DLR Group's ability to understand our needs
and effectively communicate a broad solution
made this a great project. Skagit County and
the designers were faced with challenges to
reduce construction costs and the project went
through some value engineering.
- Lt. Deanna Randall-Secrest, Skagit County
City of Tigard:QBS RFP—Facility Consolidation Functional and Concept Design Page 4
DLR Group Project Understanding and Approach
QA/QC Program
DLR Group has a Quality Assurance/Quality Control
(QA/QC) program in place, which is documented SCNEMATICDESIGN:
as a set of guidelines for each discipline. The QA/
SCHEMATIC DESIGN.
QC program serves as an instructional process my
intended to minimize document deficiencies, by
following a proven approach for preparing quality
documentation. We have a detailed set of qualitym. "
assurance manuals for each discipline to detail
the expectations, procedures, and responsibilities
every project team member from the beginning of a ,
project through final close out. A.integrated Design Checklist
,,,.„g PROJECT SETUP:
In addition,the QA/QC program utilizes senior
professionals, from technical, managerial and
construction practice areas throughout the review
process. The QA/QC Reviewers use the system
checklists to search for interdisciplinary coordination �:�;M:m ` ,.
issues.Typical review items include consistency of
the systems selected in prior submittals,technical
soundness of details provided, and the accuracy of �`R „b�.�
the calculations. Cross-references in documentation
are checked for accuracy.
c. Plans to ensure the project can be completed within the identified
timeline.
DLR Group works with you to develop a timeline We ensure your team is aware of decisions that
at the outset of the project. Your needs to deliver need to be set and move forward. We will directly
information to your constituents is important and state when the decision set forth will cause delay or
delivering complete and finalized information is cost implications to revise at a later time so we can
important to ensure your success. At the kickoff ensure there are no lingering discussions needing to
meeting, we will bring a proposed schedule that occur or if a person is missing from the table.
aligns with the significant milestones you set for the We will designate the final decision maker from the
project. We will break the schedule into milestones owner's team. This confirms if there is an ongoing
where we provide deliverables or documents for discussion and varied approaches or opinions,there
your review. is a final decision maker that can stand up for the
We set the dates of the meetings at the initial kick- final design choice. This ensure progress can move
off meeting, so we know the dates are on your forward without concern of returning to earlier
team's calendars from the beginning, and we work stages.
every milestone to ensure those dates do not move. These tactics have proven to ensure the project is
We need to have the decision makers from the completed and fully articulated for final submittals
owner group at the table without having scheduling for next stages of funding.
conflicts to ensure everyone is prepared to move on
with the decisions.
City of Tigard:QBS RFP—Facility Consolidation Functional and Concept Design Page 5
DLR Group Project Understanding and Approach
d. Taking into account that the majority of the city's workforce is now
working remotely, describe how your firm will approach dialog with
departmental staff to determine their need for on-site work space as
described in Task 1 .
This global pandemic has imposed dramatic change physical group, their transportation issues, access
very quickly. Keeping up with the requirements and to childcare, personal safety, and their desired
recommendations from leaders, and addressing the timeframe for returning to in-office work. In some
health and needs of staff changes seems to change regions where we operate offices, like here in
every day. Portland, our staff are highly dependent on public
Some of the ways we've responded to COVID-19 transportation. Other regions were more concerned
include: with other issues, such as school and daycare
closures. A team reviewed answers nationally, and
• We have treated every client like an individual — what we learned is that a one-size-fits-all approach
we don't impose one single solution on everyone to offices in a COVID-19 world doesn't work. Each
we work with. One client's need for face-to- solution needs to be nuanced to address that
face interaction or its ability to implement new workplace's particular concerns.
technology may differ dramatically from another.
Different staffs'temperaments are unique. Our
Case Study:
approach will match Tigard's need.
King County COVID-19 Responses
• We've tried to look at design amid COVID-19 not
as something to work around temporarily but DLR Group has been working with King County
since March 2, 2020 on their COVID-1
a reason to rethink how and why we approach 9 building
a workspace. We've brought our strongest related responses. The first of these projects
thought leaders and creative professionals included reducing densities at homeless shelters,
from all disciplines to test solutions quickly. Our quarantine sites for those who might have been
engineers tested and calculated the implications exposed, but could not quarantine at home,
of modifying mechanical requirements, moving and creating assessment and recovery centers
workstations and limiting occupancies. for those who could not recover at home and
did not need a hospital bed. Since bringing on
• We operate regionally to directly support our over 1,000 of those beds, the County is now
communities, but the breadth of our national turning to reopening their buildings to staff and
team allows us to flexibly adapt to the demands the public. We are making sure the ventilation
of situations like this. We were able to grow as systems are moving the right amount of air and
a national team and pull from the experiences that the filtration is appropriate. In addition, we
around the country.This deepened our are looking at how work spaces are arranged,
understanding of different client's needs, and circulation through the building, and how breaks
we can bring all these strategies to the table for and meals would happen. Public interaction in
review with the City of Tigard. most governmental buildings is necessary, so
Internally, DLR Group responded to COVID-19 with understanding how to protect staff and citizens is
national guidelines,then addressed its response of the utmost importance.
to each office individually to ensure safety and
compliance with local guidelines and create a How will COVID-19 change space as we know it?We
solution that made the most sense to those who've don't think anyone has a clear understanding of that
elected to work in the office again. We issued a yet, but just by starting the conversation,the City of
survey to all DLR Group staff early in the pandemic, Tigard is taking a huge leap toward figuring it out.
and more than 85% of our 1,200 employee- DLR Group can bring you lessons learned from our
owners responded. This allowed us to gauge our experiences with 30 King County buildings and our
team's personal feelings toward being back in a own Portland office.
City of Tigard:QBS RFP—Facility Consolidation Functional and Concept Design Page 6
DLR Group Project Understanding and Approach
Back To Office rooms, break rooms and the likes have to change
We are reviewing CDC, public health, and the Oregon to accommodate a new reality? Does more staff
Health Authority's information daily to understand working from home two to three days a week mean
recommendations for reopening offices. While that office spaces can be reduced?There is no
recommended strategies might relax as more one-size-fits-all answer to these questions. How a
is learned about the virus, considerations also company like Linkedln responds is likely different
have to be made for how people perceive their than how a public agency will respond, but we can
safety in a building. The first thing DLR Group learn from what they are doing and apply pieces as
has done to prepare for our office reopening was appropriate.
to survey our staff. Our Back to Office survey Interactions and Meeting Spaces
evaluates mood, shifts in behavior and work One of the biggest challenges might be those times
modalities, communication impacts, and concerns when interactions with the public is more than just a
&opportunities around the return. Implementing a simple transaction. How will permit pre-application
strategic "back to office" plan based on the needs meetings work? How will City Council meetings
and concerns of employees will make for an easier accommodate those who choose to participate
transition. We could administer this same survey from home but want to share their opinions?Will the
to the City of Tigard employees and citizens. As library still be a place for the community to gather?
we were nearing completion with the design of a How much plexiglass will it take to make court
new office space for our Portland office, who will proceedings manageable?These are just some of the
move to a new downtown location in late 2020,the questions that will need to be discussed as the City
design had to be reworked to reflect post-COVID-19 moves forward with planning an All-in-One facility.
realities. Will we have gotten it all exactly right?
Probably not, but we would love to share with you The Reconnected Workplace
the reasons why we are adjusting our designs and
the lessons we've learned so far. DLR Group has designed multiple tool kits which may
be used to facilitate design ideas and consolidate our
While everyone is currently thinking about how to research findings into one place. The Reconnected
get the people back to their workplace, what has this Workplace shares seven topics of working from
experience taught us about working from home? It home, psychological safety, re-entering the
seems to us that working from home has become a workplace, how to talk about COVID-19 and working,
lasting work modality for most office workers. Will and experiential design for crafting a message
this last past the next year and after a vaccine?The throughout your company. Use your device to take a
global pandemic has likely changed the workplace look through this QR code to see our research:
landscape permanently and understanding what
that means for office spaces in the future is an https.//reconnectedworkplace.dlrgroup.com/p/1
exercise we are all going to have to figure out. .......... ❑O
DLR Group has already been working with
companies like Linkedln to understand how ti
their work environments should change a year
from now. How will spaces like lobbies, meeting ❑� ti
- employees
connection,they're also about
proximityo otweaks to existing
thers. Vake
socialization spaces . subtly
importance.and hygiene - . -
of any signage - 1
social spaces -tycasual,if
pically more
.. . - weave in a sense of humor.
City of Tigard:QBS RFP—Facility Consolidation Functional and Concept Design Page 7
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