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HomeMy WebLinkAboutItem 05 - Oak Grove Baseball ComplexProfessional Services Contract for the design of the Oak Grove Baseball Complex HNTB Complex. This project includes the demolition of six baseball fields and restroom facility and the re -development of six fields, restrooms, parking and landscaping. Staff sent Requests for Qualifications to four consulting firms in March and interviewed three of the firms on May 4th, Staff then did a field trip visiting baseball complexes that the consulting firms had designed. Staff then had second interviews with two of the firms on May 10th and selected HNTB design based upon their creativeness and the quality of projects designed by members of the team from HNTB. The Parks & Recreation Advisory Board authorized staff to bring the contract with HNTB to the Council for consideration and approval at their June 14th meeting. The Board and staff recommend approval of the agreement with HNTB. 1 June 13, 2007 (4:29PM) CITY OF GRAPEVINE, TEXAS ADMINISTRATIVE SERVICES DEPARTMENT DIVISION OF PURCHASING CONTRACT FOR PROFESSIONAL SERVICES (OTHER) THIS CONTRACT is made and entered into on day of 2007, by and between the City of Grapevine, hereinafter called CITY, and HNTB, hereinafter called the CONSULTANT. The CITY engages the CONSULTANT to perform professional services for a project known and described as Oak Grove Baseball Complex Renovation, Project No. 45581, hereinafter called the "Project". SECTION I - SERVICES OF THE CONSULTANT The CONSULTANT shall perform the following professional services to CITY standards and in accordance with the degree of care and skill that a registered professional in Texas would exercise under similar conditions: A. The CONSULTANT shall provide professional services as described in Attachment "A" attached. B. The CONSULTANT has assigned David McCaskill as the Project Director for this Contract. Prior written approval is required in the event the CONSULTANT needs to change the Project Director. The CONSULTANT shall submit the qualifications of the proposed substituted personnel to the City for approval. C. The CONSULTANT shall submit all final project documents in both hard copy and electronic format. Plans shall be MicroStation or AutoCAD compatible and all other documents shall be Microsoft Office compatible. The software version used shall be compatible to current City standards. Other support documents, for example, structural calculations, drainage reports and geotechnical reports, shall be submitted in hard copy only. SECTION II - PERIOD OF SERVICE The CONSULTANT shall complete all services within 180 calendar days of the "Notice to Proceed" date. In the event delays are experienced beyond the control of the CONSULTANT, the schedule may be revised as mutually agreed upon by the CITY and the CONSULTANT. Oak Grove Park Baseball Complex Renovation SECTION III - CONSULTANT'S COMPENSATION A. The method of payment for this CONTRACT is by percentages of work accomplished. Total compensation for the services performed shall be $395,743, plus approved adjustments. (This fee includes an allowance of $8,500 for reimbursable expenses (printing), which in no event will ever be more than actual cost.) (See Attachment "B") B. The CITY shall pay the CONSULTANT (installments based upon monthly progress reports and invoices submitted by the CONSULTANT. Such payments to be made to the CONSULTANT within thirty (30) days after receipt of the progress report and invoice.). SECTION IV - THE CITY'S RESPONSIBILITIES A. The CITY shall designate a project manager during the term of this CONTRACT. The project manager has the authority to administer this CONTRACT and shall monitor compliance with all terms and conditions stated herein. All requests for information from or a decision by the CITY on any aspect of the work shall be directed to the project manager. B. The CITY shall review submittals by the CONSULTANT and provide prompt response to questions and rendering of decisions pertaining thereto, to minimize delay in the progress of the CONSULTANT'S work. The CITY will keep the CONSULTANT advised concerning the progress of the CITY'S review of the work. The CONSULTANT agrees that the CITY'S inspection, review, acceptance or approval of CONSULTANT'S work shall not relieve CONSULTANT'S responsibility for errors or omissions of the CONSULTANT or its sub-consultant(s). C. Unless included in the CONSULTANT'S Services as identified in Section I, the CITY shall furnish the CONSULTANT gratis, the following information or services for this Project: 1. One copy of its maps, records, laboratory tests, survey ties, and benchmarks, or other data pertinent to the services. However, the CONSULTANT shall be responsible for searching the records and requesting specific drawings or information and independently verifying said information. 2. Available City data relative to policies, regulations, standards, criteria, studies, etc., relevant to the Project. 3. When required, title searches, legal descriptions, detailed ALTA Surveys, and environmental assessments to the end that the CITY may proceed with the right of way acquisition. Oak Grove Park 2 Baseball Complex Renovation SECTION V - TERMINATION The CITY, at its sole discretion, may terminate this CONTRACT for convenience or abandon any portion of the Project for which services have not been performed by the CONSULTANT, upon fourteen (14) days written notice delivered to CONSULTANT personally or by certified mail at 2001 Bryan Street, Suite 100, Dallas, Texas, 75201. Immediately after receiving such notice, the CONSULTANT shall discontinue advancing the services under this CONTRACT and proceed to close said operations under this CONTRACT. The CONSULTANT shall appraise the services it has completed and submit an appraisal to the CITY for evaluation. The CITY shall have the right to inspect the CONSULTANT'S work to appraise the services completed. The CONSULTANT shall deliver to the CITY all drawings, special provisions, reports, estimates and any and all other documents or work product generated by the CONSULTANT under the CONTRACT, entirely or partially completed, together with all unused materials supplied by the CITY. In the event of such termination or abandonment, the CONSULTANT shall be paid for services performed prior to receipt of said notice of termination including reimbursable expenses then incurred. If the remuneration scheduled hereunder is based upon a fixed fee or definitely ascertainable sum, the portion of such sum payable shall be proportionate to the percentage of services completed by the CONSULTANT based upon the scope of work set forth in Exhibit A, and shall be agreed upon mutually by the CONSULTANT and the CITY. However, in no event shall the fee exceed that set forth in Section III of the attached CONTRACT. The CITY shall make final payment within sixty (30) days after the CONSULTANT has delivered the last of the partially completed items . In the event this CONTRACT is terminated, the CITY shall have the option of completing the work, or entering into a CONTRACT with another party for the completion of the work according to the provisions and agreements herein. SECTION VI - SUPPLEMENTAL CONTRACT PROVISIONS The supplemental contract provisions to this CONTRACT are attached hereto and incorporated herein by reference as if fully set forth. Attachment A: Scope of Services Attachment B: Fee Proposal Oak Grove Park Baseball Complex Renovation SECTION VII - INDEMNIFICATION AND LIABILITY General — Having considered the potential liabilities that may exist during the performance of the Services, the relative benefits and risks of the Project, and Consultant's fee for the Services, and in consideration of the promises contained in this Agreement, City and Consultant agree to allocate and limit such liabilities in accordance with this Article. Indemnification — Consultant agrees to indemnify and hold the City harmless from and against legal liability for all judgments, losses, damages, and expenses to the extent such judgments, losses, damages, or expenses are caused by Consultant's negligent acts, errors, or omissions arising out of its performance of the Services. In the event judgments, losses, damages, or expenses are caused by the joint or concurrent negligence of Consultant and City, they shall be borne by each party in proportion to its own negligence. Limitation of Liability — To the fullest extent permitted by law, except as otherwise covered by the insurance policies stipulated herin below in SECTION VIII, the total aggregate liability of HNTB and its subconsultants to City for all judgments, losses, damages, and expenses resulting in any way from the performance of the Services shall not exceed the total compensation actually received by Consultant under this Agreement. Consequential Damages — To the fullest extent permitted by law, Consultant shall not be liable to City for any consequential damages resulting in any way from the performance of the Services. Survival — The terms and conditions of this Article shall survive completion of the Services, or any termination of this Agreement. SECTION VIII - INSURANCE During the performance of the Services under this Agreement, Consultant shall maintain the following insurance: (a) General Liability Insurance, with a limit of $1,000,000 per occurrence and $2,000,000 annual aggregate. (b) Automobile Liability Insurance, with a combined single limit of $1,000,000 for each person and $1,000,000 for each accident. (c) Workers' Compensation Insurance in accordance with statutory requirements and Employers' Liability Insurance, with a limit of $500,000 for each occurrence. (d) Professional Liability Insurance, with a limit of $1,000,000 per claim and annual aggregate. Consultant shall, upon written request, furnish City certificates of insurance which shall include a provision that such insurance shall not be canceled without at least thirty days' written notice to City. City shall require all Project contractors to include City, Consultant, and its parent company, affiliated and subsidiary entities, directors, officers Oak Grove Park 4 Baseball Complex Renovation and employees, as additional insureds on their General and Automobile Liability insurance policies, and to indemnify both City and Consultant, each to the same extent. Consultant and City waive all rights against each other and their directors, officers, partners, commissioners, officials, agents, and employees for damages covered by property insurance during and after the completion of the Services. If the Services result in a construction phase of the Project, a similar provision shall be incorporated into all construction contracts entered into by Cityr and shall protect City and Consultant to the same extent. SECTION IX a LIMITATIONS OF RESPONSIBILITY Consultant shall not be responsible for (a) construction means, methods, techniques, sequences, procedures, or safety precautions and programs in connection with the Project; (b) the failure of any contractor, subcontractor, vendor, or other Project participant, not under contract to Consultant, to fulfill contractual responsibilities to City or to comply with federal, state, or local laws, regulations, and codes; or (c) procuring permits, certificates, and licenses required for any construction unless such procurement responsibilities are specifically assigned to Consultant in Attachment A, Scope of Services. Oak Grove Park Baseball Complex Renovation 45581 Project No. IN WITNESS WHEREOF, the parties of these presents have executed this agreement in the year and date first written above. CONSULTANT: By Signature Jerry D. Holder, Jr., P.E. Typed/Printed Name Vice President Central Division Company Title THE STATE OF COUNTY OF HNTB Company Name HNTB Corporation Company Address 2001 Bryan Street, Suite 100 Dallas, TX 75201 City State Zip Seller Acknowledgment BEFORE ME, the undersigned authority, a Notary Public in and for the State of Texas, on this day personally appeared known to me to be the person and officer whose name is subscribed to the foregoing instrument, and acknowledged to me that he/she executed same for and as the act of , a corporation, and as thereof, and for the purposes and consideration therein expressed. GIVEN UNDER MY HAND AND SEAL OF OFFICE on this the day of , 2007. Notary Public In and For The State of Notary's Printed Name My Commission Expires: Oak Grove Park 6 Baseball Complex Renovation CITY: Signature Bruno Rumbelow Typed/Printed Name City Manager Company Title THE STATE OF TEXAS COUNTY OF TARRANT City of Grapevine Company Name 200 S. Main St. Company Address Grapevine, Texas 76051 City State Zip Buyer Acknowledgement BEFORE ME, the undersigned authority, a Notary Public in and for the State of Texas, on this day personally appeared , known to me to be a person and officer whose name is subscribed to the foregoing instrument, and acknowledged to me that he/she executed same for and as the act of the City of Grapevine, Texas, a Texas municipal corporation, and as , thereof, and for the purposes and consideration therein expressed. GIVEN UNDER MY HAND AND SEAL OF OFFICE on this the day of 12007. Notary Public In and for the State of Texas Notary's Printed Name My Commission Expires: Oak Grove Park Baseball Complex Renovation SCOPE OF SERVICES Attachment A Grapevine - Oak Grove Park Baseball Complex Renovation HNTB shall provide professional services associated with the renovation of six (6) existing baseball fields at the Oak Grove Park Baseball Complex in Grapevine, Texas. Task 1 — Schematic Design 1.1 Kickoff Meeting HNTB will participate in a kickoff meeting with representatives of the City of Grapevine Parks Department, Public Works Department, sports association representatives and impacted stake holders. Kickoff meeting will be held to discuss project schedule, project expectations, program of improvements, plans and information to be provided by the City and to introduce the members of the project team. 1.2 Site Visit After the project kickoff meeting the design team along with representatives from the City of Grapevine will visit the site to discuss planned improvements, reuse of existing improvements and limits of construction. Members of the design team will take a photographic inventory of existing improvements. 1.3 Data Review HNTB will review the information provided by the City of Grapevine including the following; • Topographic and existing conditions survey • Subsurface utility information • Geotechnical report • Plans of existing improvements on and adjacent to the proposed project site • Information on the centralized irrigation control system 1.4 Preliminary Development Alternatives HNTB will prepare up to three (3) development alternatives for the renovation of the existing baseball complex. 1.5 Development Alternatives Review Meeting HNTB will present up to three (3) development alternatives to members of the City of Grapevine Park and Recreation Department project team for review and comment. Meeting minutes will be prepared to record the decisions made during this presentation. 1.6 Concept Master Pian Based on the decisions made at the development alternatives review meeting HNTB will prepare a concept master plan. Accompanying the concept master plan will be an opinion of probable construction cost for the planned improvements. Grapevine Oak Grove Baseball Complex Page 1 of 7 Scope of Services SCOPE OF SERVICES Attachment A Grapevine - Oak Grove Park Baseball Complex Renovation 1.7 Concept Master Plan Review Meeting HNTB will present the concept master plan and opinion of probable construction cost to members of the City of Grapevine Park and Recreation Department project team for review and comment. Meeting minutes will be prepared that reflect the decisions made during this presentation. 1.8 Final Master Plan Based on decisions made during the concept master plan review meeting the concept master plan will be revised to reflect the requested changes. The opinion of probable construction cost will be modified to reflect these changes. This final master plan will be the base used for the preparation of construction documents. Deliverables: • 3 — 24'x36" black and white, mounted development alternatives and up to 18 — 11'x17" half size copies of the development alternatives 1— 24'x36" colored and mounted concept master plan and up to 6 - 11'x17" half size copies of the colored concept plan 4 — 24'x36" colored and mounted final master plan and up to 20 — 11'x17" half size copies of the colored final master plan Printed copies of the opinion of probable construction cost Printed copies of the meeting minutes from the review meetings described in item 1.5 and 1.7 and the final master plan presentation Electronic copy, pdf, of the final concept plan Task 2 — Branding Initiative 2.1 Kickoff Meeting HNTB will participate in a kickoff meeting with representatives for the City of Grapevine and interested stakeholders to discuss branding of Oak Grove Park and specifically the Oak Grove Baseball Complex. This kickoff meeting will be combined with the kickoff meeting for the schematic design kickoff meeting. 2.2 Branding Components HNTB will prepare presentation boards that outline branding opportunities and components. Presentation boards should include sketches of branding opportunities, precedent images and locations of branding components. 2.3 Presentation of Branding Components HNTB will present branding components presentation boards to the City of Grapevine Parks and Recreation staff for review and comment. Meeting minutes will be prepared that reflect the decisions that were made during this review meeting. The decisions made in this meeting will be reflected in the final concept master plan. Deliverables: Grapevine Oak Grove Baseball Complex Page 2 of 7 Scope of Services SCOPE OF SERVICES Attachment A Grapevine - Oak Grove Park Baseball Complex Renovation • A maximum of three (3) 24"x36" presentation boards • Printed meeting minutes Task 3 — Construction Documents (PS&E) After acceptance of the Final Master Plan by the City of Grapevine, HNTB shall develop the Construction Documents which shall include Plans, Specifications and Estimates (PSE). Construction documents shall include design as required for construction of the following park and athletic complex improvements located within the proposed project limits: • Site preparation (clearing and demolition) • Grading and surface drainage • Ball Fields • Underground utilities (storm drainage, water and sanitary sewer service). • Erosion control (including storm water pollution prevention plan sheets — SWPPP) • Park and ball field accessories including drinking fountains, bleachers, trash receptacles, dugout equipment, ball field accessories, batting cages etc. (layout and details) • Entry development • Playground area including play equipment, surfacing, shade covering, benches, etc. • Restroom/concession/storage building • Roadway and parking lot improvements • Fencing (chain link and specialty fencing) • Planting (trees, shrubs, ground cover and grass layout and details) • Irrigation & fertigation (layout and details) • Signage (informational and regulatory) • Accessible ramps/sidewalks • Lighting (ball field, pedestrian and vehicular) • Retaining walls • Raised terrace and concrete bleachers • Covered bleacher area and dugouts • Lightning early warning system • Wireless internet capability • Tree protection 3.1 Construction Documents 3.1.1 HNTB shall prepare 60% construction documents, including construction drawings and outline specifications, for review by the City of Grapevine Parks and Recreation staff. 3.1.2 A quality control review as well as an update of the opinion of probable construction cost prepared with the final master plan will occur to Grapevine Oak Grove Baseball Complex Page 3 of 7 Scope of Services SCOPE OF SERVICES Attachment A Grapevine - Oak Grove Park Baseball Complex Renovation reflect the increased level of detail associated with the 60% review documents. 3.1.3HNTB shall prepare 90% construction documents, including construction drawings and outline specifications, for review by the City of Grapevine Parks and Recreation staff. 3.1.4 A quality control review as well as an update of the opinion of probable construction cost prepared with the final master plan will occur to reflect the increased level of detail associated with the 60% review documents. 3.2 Review Meeting 3.2.1 HNTB will participate in a design review meetings at the 60% review submittal to discuss review comments prepared by the City of Grapevine Park and Recreation staff. Meeting notes will be prepared to reflect the items discussed during these review meeting. 3.2.2 HNTB will participate in a design review meetings at the 90% review submittal to discuss review comments prepared by the City of Grapevine Park and Recreation staff. Meeting notes will be prepared to reflect the items discussed during these review meeting. 3.3 Final Submittal HNTB shall address the City of Grapevine comments from the 90% review as a part of the completion of the construction documents. A final Opinion of Probable Construction Cost shall accompany the final construction documents. 3.4 TDLR Submittal HNTB shall submit a final set of the construction documents to the Texas Department of Licensing and Regulations for Texas Accessibility Standards review and comment. Upon receipt of the review comments, HNTB will make the necessary modifications to the construction documents prior to bidding. 3.5 Bid Documents The final set of construction documents will incorporate the TDLR review comments and the comments received at the final presentation and will be used as the bid documents. 3.6 Project Meetings HNTB shall attend one (1) coordination meeting during the construction document phase. The City of Grapevine shall be responsible for securing the meeting location, creation and distribution of the meeting notice and inviting appropriate stakeholders and City of Grapevine staff members. HNTB shall prepare a meeting summary for each meeting. 3.7 Site Visits Grapevine Oak Grove Baseball Complex Page 4 of 7 Scope of Services SCOPE OF SERVICES Attachment A Grapevine - Oak Grove Park Baseball Complex Renovation HNTB shall attend one (1) site visit during the construction document phase. Site visits shall occur on an as needed basis and will be coordinated by the City of Grapevine. The City of Grapevine will be responsible for creating and distributing site visit notices and inviting stakeholders and City of Grapevine staff as necessary. Deliverables: (60% and 90% review) • 5 sets of (22'x34" bond) construction drawings (AutoCAD) • 4 sets of (11 "x17" bond) construction drawings (AutoCAD) • 1 set of (81/2"x11) specifications (Microsoft Word) • 1 Opinion of Probable Construction Cost update (Excel) • Digital file on a CD • Meeting notes for review and project meetings Meeting notes for site visits Deliverables: (Final) • 2 sets of (22'x34" bond) construction drawings for submittal to TDLR Deliverables: (Bid Documents) • 40 sets of (22"x34" bond) construction drawings (AutoCAD) • 40 copies of (81/2"x11) specifications (Microsoft Word) • 20 copies of (11'x17) construction drawings (AutoCAD) • 1 Opinion of Probable Construction Cost update (Excel) • Electronic file, pdf, of the construction documents Task 4 — Bidding Services 4.1 HNTB shall assist the City of Grapevine during the bidding process. Assistance shall include the following: • Attendance at the pre-bid conference • Addressing bidder questions during the bid phase • Preparation of addendums (if required) • Attendance at the bid opening • Bid review and recommendation Deliverables: • Pre-bid conference agenda and conference notes • 81/2'x11" addendum (text and drawings) • Letter of recommendation Task 5 -- Construction Services Grapevine Oak Grove Baseball Complex Page 5 of 7 Scope of Services SCOPE OF SERVICES Attachment A Grapevine - Oak Grove Park Baseball Complex Renovation 5.1 Pre -Construction Meeting HNTB shall attend and participate in the preconstruction meeting organized and run by the City of Grapevine. 5.2 Construction Observation HNTB shall visit the site on an on-call basis, as requested by the City of Grapevine. A maximum of six (6) visits are included as a part of this proposal. A site observation report shall be prepared to document what was observed during each site visit. 5.3 Monthly Progress Review Meetings HNTB will attend and conduct up to nine (9) monthly progress review meetings to review pay applications and to determine the progress of the work. HNTB will prepare an agenda for each of these meetings and will record the comments and decisions made at these meetings. 5.4 Punch List and Final Acceptance HNTB shall visit the site after substantial completion to observe deficiencies in the constructed improvements. A list of deficiencies (punch list) shall be prepared to document the items that need to be corrected and finished prior to final acceptance. Upon notification from the Contactor a maximum of two (2) follow-up visits by HNTB shall take place to determine if the items included on the punch list have been corrected. When all of the items have been corrected, HNTB shall send a letter to the City of Grapevine of final acceptance. 5.5 Construction Administration HNTB shall provide the following construction administration related services: • Address contractor generated Requests for Information (BFI's). • Review shop drawings and submittals. • Review construction test reports. Deliverables: Pre -construction conference agenda and conference notes • 6 - Construction observation reports 9 — Punch List Report • 2— Follow-up Punch List Reports 1- Letter of Final Acceptance • 9 — Progress review meeting agenda and notes RFl responses Grapevine Oak Grove Baseball Complex Page 6 of 7 Scope of Services SCOPE OF SERVICES Attachment A Grapevine - Oak Grove Park Baseball Complex Renovation The following services may be provided as additional services if so requested by the City of Grapevine: • Attendance at more than two (2) review meetings during the schematic design phase • Attendance at more than two (2) coordination meetings during the construction document phase • Attendance at more than two (2) site visits during the construction document phase • Construction observation visits that exceed the six (6) visits identified in section 5.2 • Construction progress review meetings that exceed the nine (9) meetings identified in section 5.3 • Additional final acceptance observations that exceed the pre final and two (2) follow up final observations identified in section 5.4 • Modifications of the property boundary to incorporate the marina lease area • Any off site design work outside the proposed project limits of the approximate project site • Construction record drawings Grapevine Oak Grove Baseball Complex Scope of Services Page 7 of 7