HomeMy WebLinkAboutWS - Parks ProjectsMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: • RUMBELOW,
MEETING DATE: SEPTEMBER 3, 2013
SUBJECT: WORKSHOP — RECAP OF THE 2012 -13 DOVE POOL AND
BATHHOUSE RENOVATION PROJECT AND THE 2006 -09 OAK
GROVE BALLFIELD COMPLEX RENOVATION PROJECT
At the August 6 City Council meeting, City Council requested more information on the
expenditures and design of the Dove Pool project. Subsequently, Councilwoman Spencer
asked for similar information on the Oak Grove Ballfield project that was completed in
2009. Attached are timelines for both projects and the financial information on the Dove
Pool and Bathhouse.
Staff is still in the process of preparing financial information on the renovation of the Oak
Grove Ballfield Complex which was not complete in time for packet delivery and will be
presented at the Council Workshop. Many of the ballfield amenities that were in the
construction contract were pulled out of the contract to save money on the project as these
items were ordered directly by the city with no middleman. Thus, staff wanted to make
sure that all amenities were accounted for in the overall budget presented to Council on
Tuesday.
DOVE POOL AND BATHHOUSE RENOVATION
SEPTEMBER 3, 2013
February 2012 Workshop — Council discusses Quality of Life projects for 2012,
including renovations of Dove Pool and Bathhouse.
April 2012 Council approves contract with Water Technologies Inc. for design
and construction administration services for the renovation of Dove
Pool in the amount of $157,500.
June 2012 Workshop — Council selects one of two concepts plans of the
renovation of Dove Pool
July 2012 Council approves contract with Water Technologies Inc. for the
design of the renovation of the Dove Bathhouse in the amount of
$43,500.
August 2012 Facilities Committee — Discussed floor plans and exterior /interior
treatments for Dove Bathhouse.
October 2012 Council approves a resolution awarding a contract to JC
Commercial Inc. for Dove Pool and Bathhouse renovations in the
amount of $2,710,977.
January 2013 Council awards quote for a new public sound system for Dove Pool
to Epicenter Productions in the amount of $26,385.80.
February 2013 Workshop — Council discusses parking enhancements for Dove
Park.
July 2013 Council approves Change Order #1 with JC Commercial, Inc. for
the renovations at Dove Pool and Bathhouse in the amount of
$111,412.66.
COUNCIL WORKSHOP
DOVE POOL AND BATHHOUSE CHANGE ORDER
SEPTEMBER 3, 2013
Note: Change Order approved by the Council on July 16, 2013
Color upgrade for water walk columns
815.55
Site communications conduit and cabling
11,466.79
Pool equipment building — demo roof
2,290.89
Pool equipment building — replace doors, frames, etc
13,326.30
Level concrete slab in bathhouse
5,387.88
Added pilings for Pool Equipment Building
2,690.61
Masonry modifications — bathhouse and equipment bldg.
9,058.39
Pool tile upgrade
1,604.80
Bathhouse exterior lighting upgrade
11,638.99
Repair of existing pool walls
14,271.01
Site communications conduit from Pool Equipment Bldg.
1,952.79
Replace roof on Pool Equipment Building
9,589.50
Landscape deduction around slide
(4,763.45)
HM hardware changes
168.37
Pool safety ropes
2,838.89
Replace two existing windows in office
4,215.29
Plaster knock -down finish
1,554.58
Add steel columns in bathhouse office
3,886.44
North fence height increase and retaining wall
15,545.76
Epoxy floor — add glass beads for safety
3,604.22
Change lifeguard room signage
269.06
TOTAL $111,412.66
:•
TOTAL •- •%
COUNCIL WORKSHOP
1 A 1AK GROVE
SEPTEMBER 3,2013
November 2006 Citizens approve a sales tax increase that created the Quality of
Life Fund. One of the projects promoted in the sales tax election
was the renovation of the Oak Grove Ballfield Complex.
June 2007 Council approves a design contract with HNTB in the amount of
$395,743 for renovations at the Oak Grove Ballfield Complex. The
initial program was to re- design and re- develop 6 of the 9 ballfields
with a new restroom /concession facility.
September 2007 Council Corps Committee selects two conceptual plans to bring
forward to the Council for consideration.
September 2007 The Council selects a concept plan that they support for the project.
October 2007 Staff meets with the neighborhood to present the concept plan
selected by the Council and the neighborhood supports the plan.
January 2008 Staff meets with the Council Facilities Committee to go over the
cost estimates for renovations, including the remaining three
ballfields, parking on the north side of the park and sod for the
fields. These improvements were recommended by the Youth
Associations that use the complex. Also, staff recommends that
amenities such as picnic tables, benches, trash receptacles,
scoreboards, pavers, etc. be pulled from the specifications so that
the City can purchase these direct to save dollars.
January 2008 Council approves a supplemental design agreement with HNTB in
the amount of $143,705 for additional design work for the remaining
three ballfields and for the pumping system to irrigate the ballfields
with untreated water from Lake Grapevine. The Council Facilities
Committee recommends to the Council to include all additional
items in the base bid, other than the pumping system. The
construction estimate is $7.7 million, not including the pumping
system for irrigation, engineering fees, tree transplanting and the
amenities pulled from the specifications listed above. Staff also
discussed with the Council Facilities Committee and full Council the
digging of the large trees at the ballfields and replanting of the trees
prior to the opening of the complex. The estimated cost of this was
$100,000.
May 2008 HNTB provides a letter to the City of why the bids received for
construction were higher than their estimates (Please see attached
letter)
May 2008 Council approves base bid and alternates 1 through 5 and Change
Order deduct #1 with Workman Commercial Construction. The
total amount is $8,496,280.
July 2008 Council approves public art for the ballfield complex. Estimated
amount was $60,000.
August 2008 Council approves a contract for the purchase and installation of turf
grass with King Ranch Turf Grass in the amount of $245,000.
September 2008 Council approves Change Order #2 with Workman Commercial
Construction for the pumping system for irrigation in the amount of
$833,935.48.
September 2008 Staff goes over several recommended improvements at the Oak
Grove Soccer Complex with the Council including new paved
parking lots and road, new restroom facility and playground
improvements. Estimated cost of these improvements was
$824,890.
October 2008 Council Facilities Committee meets to discuss exterior treatments
for the restroom facility at the Oak Grove Soccer Complex. The
committee also discusses the new signage for the Oak Grove
Ballfield and Soccer Complexes.
October 2008 Council approves the purchase of play equipment from Recreation
Consultants in the amount of $106,747 for the Oak Grove Soccer
Complex.
November 2008 Council Facilities Committee meets to discuss the exterior
treatments for the new restroom /concession facility at the Oak
Grove Ballfield Complex and signage for both complexes.
November 2008 Council approves a contract with CXT Precast Products for a new
restroom facility for the Oak Grove Soccer Complex in the amount
of $172,111.
November 2008 Council approves a contract with CXT Precast Products for a new
restroom facility at the Oak Grove Ballfield Complex (Fields H & 1)
in the amount of $44,779.25. The Grapevine Youth Baseball and
Softball Association has reimbursed the City for this restroom.
November 2008 Council approves the purchase and installation of light fixtures and
electrical circuits for the Oak Grove Soccer parking lots and
restroom facility with NEMA 3 Electric in the amount of $35,070.
December 2008 Council approves purchase of a lightning prediction system with
Thor Guard in the amount of $20,780.
July 2009 Council approves a resolution to ratify the purchase of amenities for
the Oak Grove Ballfield Complex in the amount of $1,265,106 and
for approval of Change Order #3 for improvements at the Oak
Grove Ballfield Complex and the Oak Grove Soccer Complex with
Workman Commercial Construction in the amount of
$1,163,243.57. (Please see attached list of items approved.)
October 2009 City receives $60,000 from design consultant HNTB for claims
related to inadequate design of certain amenities at the complex.
August 2010 City receives $50,000 from Baylor Health Care System for
improvements at the awards plaza at the complex.
HNTB corporation 5910 W. 2001 Bryan Street Telephone
m le (21 4) 748-8400
The HNTB Companies Suite 100
Engineers Architects Planners Dallas , TX 75201 www.hntb.com
s
[a-
;:
May 9, 2008
Mr. Doug Evans, Director of Parks and Recreation
City of Grapevine
P.O. Box 95104
Grapevine, TX 76009
RE: Oak Grove Athletic Complex
Dear Doug:
We are writing this letter to address two areas of interest related to the above referenced
project. The areas of interest include apparent low bidder qualifications and construction cost
overrun.
Apparent Low Bidder Qualifications
We have investigated the qualifications of the apparent low bidder, Workman Commercial, and
offer the following observations;
• The references we called voiced extreme satisfaction with the quality of work performed
by Workman Commercial and each of the contacted references noted that they would
not hesitate to use Workman Commercial again.
• Workman Commercial has a limited portfolio of park development, specifically ballfield
construction projects, but the primary site development subcontractors they are using
have experience in ballfield construction. We are awaiting project references on the
Landscape Contractor for information on their ballfield experience.
• In a meeting with Workman Commercial we discussed the spread between their low bid
and the next closest bidder and, Workman confirmed that they are comfortable with their
bid total.
• The superintendent designated for this project has site development experience and
appears to be well qualified to manage this project.
Based on this information HNTB takes no exception to an award of contract to the apparent low
bidder, Workman Commercial.
Page 2 of 2
Construction Cost Overrun
In this period of rapid cost escalation on construction materials and the cost increases
associated with rapid rise in the cost of fuel it makes predicting what the cost of the project will
be several months down the road almost impossible. The budget estimate we prepared on
January 10th, and presented to council, estimated the construction cost for this project to be
$7,841,000. If the low bid is accepted, along with all the alternates, the construction cost for this
project will be $9,750,000. We have reviewed Workman Commercials budget breakdown and
have identified the following major cost increases;
• Storm drainage .....................$
142,000
• Earthwork ............................$
237,000
• Maintenance Building .............$
90,000
• -Restroom /Concession Bldg ......
$
108,000
• Balifield Lighting ....................$
123,000
• Pedestrian Lighting ................$
181,000
• Landscaping .........................$
93,000
• Seeding /Plugs .....................:.$
146,000
• Shade Canopies ....................$
275,000
• Suspended Slab ....................$
125,000
TOTAL $1,520,000
We are still in the process of investigated why each of these had such a significant jump from
our January 10 budget estimate but we do have explanations for the following cost escalations;
1. Storm Drainage — The cost of HDPE pipe, concrete pipe and PVC pipe has an increased
between 17 and 22% since the estimate was completed.
2. Maintenance Building — This is a metal building and the cost for steel has had several
cost increases since we completed the estimate.
3. Ballfield and Pedestrian Lighting — The increased steel prices impacted the cost of the
poles and fixtures and the increased copper cost has impacted the cost of wiring.
4. Landscaping — The main reason there was an increase in the cost of this item is
because the planting plan was completed after the January 10 estimate was prepared.
5. Seeding /plugs — In the January 10 estimate we estimated that all the common areas
were to be grassed using a grass seed approach. After the estimate was completed the
decision was made to plug all these areas with buffalo grass. The cost to plug these
areas is more costly than to seed these areas.
6. Shade Canopies — These shade canopies are all steel construction and are therefore
impacted by the increase in steel prices.
Once we complete our investigation we should have answers on why there was such a
significant cost increase on the earthwork and the suspended slab.
Please contact me if you have any questions related to these two items of interest.
Sincerely,
David McCaskill, ASLA
Texas Director of Parks and Recreation
HNTB Corporation
o.MI •- •
Oak Grove Soccer Improvements
• Paved parking lots, lighting, landscaping /irrigation electrical, sewer &
water to the new restroom facility
• Fence around perimeter of the irrigation pond
Support for Public Art
• Pavers, rockwork, electrical and lighting for public art
FIELD CHANGES &ADDITIONS DURING CONSTRUCTION
• Improvements to Fields H & I
• Additional trellis above Field H
• Additional site demolition — removal of old asphalt
• CMU Block — Maintenance Building
• Small restroom utilities /rockwork
• Security fence & pipe and rail fence along entrance
• Additional boulders and stonework
• Building windows, louvers & counter in umpires room
• Additional landscaping, hydromulch, grass & trees
• Additional concrete walks & pads
• Stone walls around Live Oak Trees
• Retaining wall near batting cage
• Paint existing restroom facility
• Change Order deduct
ITEMS NEGOTIATING WITH HTB
• Pond clay liner
• Utility items /sewer lift station
TOTAL ORDER WITH WORKMAN • -
t ••
.:• #
189,183.63
38,991.74
14,995.00
27,745.69
17,286.55
32,220.09
42,581.94
28,105.34
33,195.03
36,989.00
49,170.14
24,665.84
2,266.00
(133,088.56)
1111--m-TA-ml
June 29, 2009 (10:38AM)
-- Amen!
Ballfield Lights
Walkway and wall pavers
Playground Equipment
Tables, benches & trash cans
Tree Moving Project
Soil Testing, Survey & TDLR
TOTAL
Vendor
Musco
Pavestone (1)
Landscape Structures
Paul E. Allen Co.
Tree Preservation
Fugro
Method
Cost
Buy Board
$771,322.00
Unique Sole Source
59,541.74
Buy Board
120,346.50
Sole Source
121,551.00
City. Contract
125,904.00
Prof. Service
66.441.25
shape (1) Pavestone — local vendor provided made-to-order pavers in and color and provided
steep -
Change Order Number 3 — Workman Commercial
At the July 15, 2008 Council Meeting, the Council approved a piece of public art for the Oak
Grove Ballfield Complex. Included in the Change Order with Workman Commercial is the
pavers, rockwork, electrical and lighting for the public art. At the September 2, 2008 Council
meeting, the Council approved Change Order Number 2 which included the irrigation pond and
pumping system. At that time, the Council requested that a fence be installed around the
perimeter of the pond. The fence is included in this change order.
At the September 16, 2008 Workshop, the Council gave approval for improvements at the Oak
Grove Soccer Complex. The improvements included paved parking lots, irrigation and
landscaping for the traffic islands in the parking lots, lighting for the parking lots, a new restroom
facility and new play equipment for the complex. Most of these improvements are included in
this change order.
During the construction at the complex, staff made several field changes that are a part of the
change order. One of the major field changes was the addition of new backstops for Fields H &
I. During the installation of the drainage lines behind the old backstops, the depth of the
drainage lines were below the footings of the wall of the backstop. The backstop fencing was
located in the walls. Once this was determined, staff made a decision to replace the old
backstops with backstops that were used on all the other fields at the complex.
Staff also included fencing to secure the ballfield complex as this was not in the original bid.
Another item that staff added was a trellis near the old restroom facility similar to the other two
trellises at the complex. This new trellis provides a very scenic overlook of Fields H & I and
Lake Grapevine and ties in this particular area of the complex to the rest of the complex.
At the November 18, 2008 meeting, the Council approved a new restroom facility for the
complex. The Grapevine Youth Baseball Association agreed to reimburse the City for the
restroom facility. However, utilities needed to be installed for the restroom facility and staff
added rock to the base of the new restroom facility as well as the old restroom facility to make
them look like the new restroom /concession /scorekeeper buildings. These are included in the
change order.
July 1, 2009 (12:29PM)
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
MEETING DATE: SEPTEMBER 3, 2013
SUBJECT: PUBLIC HEARING ON THE FY 2013 -2014 BUDGET
RECOMMENDATION:
City Council conduct a public hearing on the proposed FY2013 -2014 annual budget.
The budget contains fund expenditures in the following amounts:
General Fund
$58,339,600
Municipal Court Technology Fund
35,857
Convention & Visitors Bureau Fund
19,754,407
Stormwater Drainage Fund
2,362,410
Crime Control & Prevention District Fund
13,730,075
Lake Parks Special Revenue Fund
2,109,711
4B Economic Development Fund
9,204,163
Debt Service Fund
14,428,596
Utility Enterprise Fund
22,389,885
Lake Enterprise (Golf) Fund
3,389,586
General Permanent Capital Maintenance Fund
1,251,000
Permanent Street Maintenance Fund
1,558,000
Community Quality of Life Capital Projects
2,854,057
Streets, Drainage & Traffic Capital Projects
5,252,113
Buildings & Facilities Capital Projects
16,939,871
Water & Wastewater Capital Projects
9,757,225
Capital Equipment Acquisitions
1,886,000
1m ol rT:7i1 ►»i
Pursuant to the Charter of the City of Grapevine, Texas, Section 907, a public hearing
on the annual budget shall be held to allow all interested persons to be heard for or
against any item or the amount of any item therein contained. The public hearing shall
commence on September 3 and final action on the budget shall be taken at a special
meeting on September 10. A copy of the proposed FY 2014 budget summary is
attached.
August 28, 2013 (3:17PM)
CITY OF GRAPEVINE, TEXAS
FY 2013 -14 PROPOSED OPERATING BUDGET
SUMMARY OF ALL FUNDS
- Budget At -A-Glance -
2010 -11 2011 -12 2012 -13 2012 -13 2013 -14
EXPENDITURES BY FUND: Actual Actual Budget Estimate Proposed
General
52,891,216
52,955,391
56,639,937
56,218,449
58,339,600
Municipal Court Technology
619
82,217
39,910
40,160
35,857
Convention & Visitors Bureau
16,906,724
18,118,924
20,620,973
18,984,871
19,754,407
Stormwater Drainage
11016,752
1,581,928
2,863,088
2,541,943
2,362,410
Crime Control & Prevention
11,878,360
12,534,979
13,223,004
13,404,445
13,730,075
Lake Parks
1,919,569
1,765,262
1,753,462
1,788,445
2,109,711
4B Transit & Economic Development
8,211,548
8,408,691
8,327,728
8,875,245
9,204,163
Community Quality of Life
192,408
1,720,976
5,756,750
6,095,577
2,854,057
Debt Service
12,117,919
10,465,668
10,733,150
18,215,769
14,428,596
Capital /Street Maintenance
11323,210
2,084,574
2,809,000
2,391,100
2,809,000
Utility Enterprise
20,847,037
19,455,155
22,640,111
22,815,814
22,389,885
Lake Enterprise (Golf)
3,308,608
3,599,758
3,446,099
3,289,892
3,389,586
Streets, Drainage & Traffic Capital Projects
1,795,222
381,703
3,414,445
1,028,913
5,252,113
Buildings & Facilities Capital Projects
7,097,688
1,363,879
668,817
1,967,232
16,939,871
Water & Wastewater Capital Projects
1,887,701
1,076,725
3,855,000
2,570,235
9,757,225
Capital Equipment Acquisition
1,906,750
3,145,379
5,191,190
5,191,190
1,886,000
TOTAL
143,301,330
138,741,209
161,982,664
165,419,280
185,242,556
2010 -11 2011 -12 2012 -13 2012 -13 2013 -14
PERSONNEL BY FUND: Actual Actual Budget Estimate Proposed
General
346.85
346.58
346.12
349.24
352.13
Special Revenue
0.60
0.60
0.60
0.60
0.60 (2)
Convention & Visitors Bureau
75.09
75.09
76.86
76.86
80.36
Stormwater Drainage
8.00
8.00
8.00
8.00
8.00
Crime Control & Prevention
120.43
120.43
122.43
122.43
122.43
Lake Parks
1.69
1.69
2.69
2.69
2.69
Utility Enterprise
51.04
51.04
51.04
51.04
52.04
Lake Enterprise (Golf)
26.14
26.14
26.14
26.14
26.14
TOTAL
629.84
629.57
633.88
637.00
644.39
(I) In fi111 -time equivalents
(2) Finding for Municipal Court Bailiff (24 hours per week) is provided by Municipal Court Security Fee
Revenues, which were collected prior to 2011, but are not a current revenue stream.
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
BRUNO RUMBELOW, CITY MANAGER-34
MEETING DATE:
SEPTEMBER 3, 2013
SUBJECT: APPROVAL FOR AWARD OF AGREEMENT FOR MASTER
PLANNING OF MEADOWMERE PARK
•� � •
City Council to consider approval of an agreement with Mesa Design Group to develop a
Master Plan for Meadowmere Park.
FUNDING SOURCE:
Funding for this purchase is currently available in account 121- 48850 - 312 -13- 000028
(Council Quality of Life Fund/ Professional Services/ Parks and Recreation 2013 Projects)
for the amount not to exceed $43,540.
The agreement is for the master planning services for Meadowmere Park Master Plan
which is included in the FY2013 budget. An interview team met with six prospective firms
for this project. Five city staff members including the City Manager's office, Public Works
Department and the Parks & Recreation Department made up the interview team.
The team rated the consulting firms on qualifications of firm, experience, resources to
perform project, responsiveness to the RFQ, quality, professional references, cost control,
and financial capacity. All six firms presented master plans that they had prepared in the
past. After all the presentations, the interview team discussed the strengths and
weaknesses of each of the firms interviewed and then ranked the firms based on the
criteria listed in the RFQ. Mesa Design Group ranked the highest.
Staff successfully negotiated an agreement dated August 27, 2013 for master planning
services with Mesa Design Group for the Meadowmere Park project which is expected to
take five months to complete. The proposed agreement is for $43,450.
DE /JDM
8/29/2013 (9:35:18 AM)
Proposal Professional
August 26, 2013
Mr. Joe Moore
City of Grapevine
1 175 Municipal Way
Grapevine, Texas 76051
Project: Meadowmere Park Master Plan
Grapevine, Texas
Dear Mr. Moore,
This proposal and contract describes the landscape architectural services to be provided by MESA, the costs of these services
and general terms and conditions under which these services would be executed.
PHASE 1: SITE ASSESSMENTS, INVENTORY AND ANALYSIS
Task 1.1: Kick -Off Meeting, Data Confirmation, and Assessments
MESA and the design team will meet with City staff, the owner, and other critical parties, and walk the site to review all existing
base data, goals associated with the project, and new initiatives identified by the City for the project. A key component of this
meeting will be the confirmation of schedules (including key milestones, critical path elements, etc.) and anticipated
deliverables. Confirmation of the core client team, primary points of contact, stakeholder groups and their roles within the
planning process will be discussed, as well as dates and formats for public workshops. The Kick -Off Meeting will be combined
with the initial site visit associated with the assessments listed below.
These activities are intended to provide a basis of policy, physical, natural, wildlife, historical, and cultural information about
the sites as a foundation of the planning process and include the following:
A. Base Maps, Code Review, and Previous Research
MESA and the design team will gather from the City and other public domain sources, the data needed to undertake
assessments described below. Development codes and jurisdictional restrictions will be reviewed.
B. Site Assessment: Environmental and Habitat Systems
MESA and the design team will gain an understanding of the criteria for park program development based on the
natural systems present on the site. We will comprehend and describe ecosystems through review of previously
developed documentation as well as document the extent to which they have been disrupted by human intervention to
date. "Layers" dealing with soils, slope, vegetation, habitat, and others, will each be considered.
1807 Ross Avenue, Suite 333 Dallas, Texas 75201 Office 214 871 0568 Fax 214 871 1507 www.mesadesigngroup.com
,c
C. Sensitivity Composite Assessment
MESA and the design team will overlay the various sensitivity maps, rendering a composite map for all facets of the
assessments (natural, built, etc.). This process creates a true assessment, rather than inventory, of the park's significant
strengths, vulnerabilities, and flexibility (ability to adapt to change). This map is essential in evaluating the impact of
current and future use patterns, City initiatives, programs, and facilities within the existing fabric of the park. This
document will serve as a guiding instrument in the development of the Master Plan.
Product: MESA and the design team will visit the site, collect and synthesize base data into an assessment plan composite of
existing conditions. MESA will provide the city with one (1) hard copy of the composite assessment map as well as digital files
(PDF). MESA will meet with the City to prioritize all input received during citizen engagement meetings prior to moving forward
with the following tasks.
PHASE II: MASTER PLAN
Task 2.1: Concept Master Plan
MESA and the design team will develop a descriptive level vision for the park that is directly derived from the goals identified in
the City staff visioning and public workshops. This graphic is a preliminary concept that depicts the program for the park and
comprises a checklist of effects (from the initial input) that the master plan must accomplish. It is the "structure" that the plan will
be built around and serves as an opportunity for confirmation before development of the final vision. MESA and the design
team will host a presentation to City staff and share the following aspects of the concept:
A. Programs will graphically depict zones for each activity on site and serve to describe the relationships between
each.
B. Connectivity identifies the external and internal linkages and circulation throughout the park and connections to the
surrounding community.
C. Facilities & Amenities will describe the list of structures and infrastructure that are necessary to provide and support
the programs framework, also denoting circulation patterns, arrival sequences, and other patterns.
D. The Natural Systems Framework will identify an approach to habitat restoration, ecological strategies, and
other management agenda to increase the quality and vitality of the park's natural systems, directly addressing issues
identified in the assessments.
A preliminary cost projection will be prepared for consideration. MESA will meet with the City to share the concept master plan,
and adjustments will be made prior to the public presentation to be conducted in Task 2.6.
Product: MESA and the design team will prepare the concept master plan and supporting documents for internal City
presentations and for use in subsequent public meetings. Task processes, findings, and recommendations will be summarized
into a chapter within the final report.
Task 2.2: Preliminary Operational Budget, Pro -Forma and Economic Impact Estimates
Based on all the information gathered throughout the process, the design team will develop annual operational and
maintenance budget projections to include all expenses and revenues associated with the Park's operation. The projected
operational and maintenance budgets will include staffing levels, benefits, commodities, utilities, contractual services, pricing
strategies, revenue opportunities, rentals, concessions, merchandising, programs, participation levels, events, cost recovery, and
subsidy levels, along with any additional budget items identified by the Department.
A five -year pro -forma projecting the expenses, revenues, and cost recovery anticipated over the first five years of operating the
park will be created. The pro -forma will be based on the operational budget projections as well as all the information provided
by the Parks and Recreation Department. These figures will project increases in participation as well as estimated inflationary
costs and /or price changes.
A broad based analysis will be prepared of the economic impact and benefits of the proposed park venues. The following
components will be analyzed:
A. Any increase in direct operating expenditures of wages, services and goods
B. Any new employment generated
C. Impact of ancillary expenditures by audiences attending events at Meadowmere Park
D. Estimated multiplier effect using regional estimators from state or federal sources
E. Economic impact arising from capital costs — construction wages, services, and materials
Task 2.3: Final Master Plan
MESA and the design team will refine the Concept Master Plan into a vision for future park development. This will be a
descriptive level graphic plan, including sections and perspectives necessary to convey the design, which will graphically depict
all park amenities at an appropriate scale — depicting forms, material concepts, habitat enhancements, and detailed
connections. The plan will illustrate all programs and areas of park development and address the following areas of park
development all comprised within one graphic:
A. Adaptive Reuse Initiatives identify the structures, spaces, pathways, and other features of the site that deserve
and need to be preserved, maintained, restored, renovated, and/ or reconstructed'.
B. Natural Fabric Initiatives address projects associated with the preservation, conservation, restoration, and
maintenance of natural systems and habitats that influence the park's form.
C. Thematic Structure Initiatives represent projects that address key thematic improvements such as entrance portals
and sequencing, gateways, nodes, edges, and the definition of unique park districts.
D. Traffic and Circulation Initiatives identify those projects that establish an efficient and humble relationship
between the park and its varied circulation patterns — pedestrian, vehicular, and trails, including community
connections.
E. Program Plan & Amenity Enhancement Initiatives will organize the preservation, restoration, integration,
and removal of program opportunities with the park.
F. Implementation and Phasing Initiatives will identify the subsequent design stages for the project and set a
framework for implementation and funding mechanisms required to move forward at the anticipated schedule.
G. The Conceptual Interpretive Plan (optional) - This plan will develop an interpretive theme/ story outline for the
park, and note the site elements necessary for conveying that educational storyline.
While the Final Master Plan illustrates the above mentioned elements (and others) on the site, the planning team will also
prepare elevation studies, sections, perspective sketches and more detailed floor plans and alignments to illustrate the aesthetic
character of the constructed vision. These schematic architectural studies of pavilions, amenities, and other thematic elements
begin to give a sense of vitality and life to the plan.
MESA and the design team will prepare a refined cost projection and break out the holistic vision into a series of attainable and
fundable phases for execution. The end result of this subtask will be the definition of a Phase I scope and construction budget to
further refine and bring forth to implementation.
Product: MESA and the design team will prepare a master plan graphic and report that depicts the information outlined above
— specific area enlargements, sections, elevations, and sketches may be prepared as necessary. The updated cost projection
will break out the discussed phases of park development, and identify the scope of the first phase of construction. A summary of
the master planning process, as well as project and site history, and recommendations will be components of the Final Report.
Task 2.4: Preliminary Operational Budget, Pro -Forma and Economic Impact Estimates
The design team will refine and finalize the annual operational and maintenance budget including staffing levels, benefits,
commodities, utilities, contractual services, pricing strategies, revenue opportunities, rentals, concessions, merchandising,
programs, participation levels, events, cost recovery, and subsidy levels, along with any additional budget items identified by
the Department.
A five -year pro -forma projecting the expenses, revenues, and cost recovery anticipated over the first five years of operating the
park will be refined and finalized as well as the economic impact analysis.
Task 2.5: Illustrative Graphics (optional)
To fully communicate the intent of the Master Plan and associated vision, MESA will create perspective graphics of key facilities
or other aspects of the plan. The media for presentation will be determined prior to the assembly of the final report. Pricing for
each graphic will be quoted upon determination of the complexity of the images to be included in the final report document.
Product: Preparation of perspective graphics as needed. Renderings may be prepared by artist to be determined.
Task 2.6: Final Project Presentation — City Council & Public — The Holistic Vision
MESA will make a final project presentation to the City council (potentially a joint public comment session) of the vision and
proposed Phase I. If the City considers this an important component of the community outreach process, MESA will also host a
meeting to share the phasing and priority breakout of particular projects with the public (rather than a joint session).
COST OF SERVICES
PHASE 1: SITE ASSESSMENTS, INVENTORY AND ANALYSIS
1.1 Kick -Off Meeting, Data Confirmation, and Assessments
A. Kick -Off Meeting and Data Confirmation $1,000.00
B. Base Maps, Code Review, and Previous Research $1,500.00
C. Site Assessment $5,940.00
D. Sensitivity Composite Assessment $1,350.00
Subtotal of Task 1.1 $9,790.00 Lump Sum
PHASE 11: MASTER PLAN
2.1 Concept Master Plan $9,800.00 Lump Sum
2.2 Preliminary Operational Budget and Pro Forma $5,050.00 Lump Sum
2.3 Final Master Plan $10,800.00 Lump Sum
2.4 Final Operational Budget and Pro Forma $4,860.00 Lump Sum
2.5 Illustrative Graphics Optional (NIC)
2.6 Final Project Presentation $3,240.00 Lump Sum
Tasks 2.1 — 2.6 $33,750.00
TOTAL COST OF SERVICES $43,540.00
REIMBURSABLE EXPENSES
Please note that reimbursable expenses are included in the above fee with the exception of items listed in No. 5 of the Proposal
and Contract Conditions.
Note: Fees for Design Development, Construction Documents, Bidding Negotiation and Contract Administration /Construction
Observation to be provided upon final development of project scope of work (phases) and landscape construction budget.
MWE
ADDITIONAL SERVICES /HOURLY FEE SCHEDULE
Services requested, but not specifically included in the scope of services listed above, will be considered additional services.
Modifications to drawings, after approval by Owner, as a result of changes requested by Owner or other consultant will be
considered additional services and billed at an hourly rate as follows:
Senior Principal
$235.00
Principal
$180.00
Associate Principal
$150.00
Associate
$130.00
Senior Project Manager
$110.00
Project Manager
$100.00
Senior Designer
$ 90.00
Designer
$ 75.00
Marketing /Acct. /Admin
$ 75.00
Intern
$ 50.00
PROPOSAL AND CONTRACT CONDITIONS
1. The client will provide the following and MESA has the right to rely on this information and rely on any information
provided by others:
a. Boundary and general survey locating structures, property lines, utilities that cross the property and interior lobby
plans in AutoCAD format.
b. Soils Report (if required).
c. Budgetary Considerations.
Not included are the following:
a. Vehicular Paving Improvements
b. Utilities (water, sewer, storm, electrical, cable, telephone, etc.)
c. Civil, Structural, Mechanical and Electrical Engineering
d. Hardscape and Flotwork Design
e. Landscape Lighting Electrical Plans
f. Project Signage and Graphics
g. Design of new or additional elements added to the scope of work or any related off -site improvements
h. Redesign of elements due to site plan changes (i.e., buildings relocated, site grading changes)
i. Design Development and Construction Documents
j. Geotechnical Information
k. Mechanical and technical design of water features
I. Illustrative plans, models and drawings not specifically described in the Scope of Services
m. TDLR Submittal
n. As Built Drawings — by Contractors
o. On -Site Construction Management
3. MESA Design Associates may subcontract consultants in the performance of any services described in this agreement.
4. MESA Design Associates does not act as General Contractor in any way, or accept responsibility for poor
craftsmanship.
a
5. The above - described compensation for MESA Design Associates does not include the following
non -labor costs:
Reimbursables:
a. Permits and /or registration fees
b. Travel expenses outside of Dallas such as airfare and lodging
c. Other products and services requested by the Client and not specifically described herein.
d. Any and all Jurisdictional Submittal, Permitting or Review Fees.
e. TDLR Fees and Expenses.
6. Should the Client or Owner cancel scheduled meetings with less than 72 hours notice, MESA reserves the right to
invoice the Client or Owner for all related National and International travel and accommodation expenses incurred.
7. Either Party may terminate this contract with (7) seven days written notice to the other party. Upon termination, MESA
will be paid for all work performed, including reimbursable expenses, through the date of termination.
8. Should the project go "on hold" for more than sixty (60) days, the Consultant reserves the right to charge a $600.00
restart fee when the project resumes. MESA's fees for the remaining services and the time schedules shall be equitably
adjusted.
9. This agreement is to be governed by the laws of the State of Texas. Compensation for all services shall be paid in
Dallas, Dallas County, Texas.
10. In the event disputes are not satisfactorily resolved through informal discussions, the Client and MESA agree that all
disputes between them arising out of or relating to this agreement or the Project shall be submitted to nonbinding
mediation. In the event the parties to this agreement are unable to reach a settlement through mediation, then such
disputes shall be settled by litigation, in a court of competent jurisdiction.
11. Invoice Terms: Net thirty (30) days from invoice date. A finance charge of 1.5% per month (18% per annum) will be
added to accounts over thirty (30) days past due. Client agrees to pay reasonable attorney's fees incurred by MESA to
collect on unpaid invoices. MESA reserves the right to file a property lien if invoices go over sixty (60) days past due.
12. If the client fails to make payments to MESA in accordance with this agreement, such failure shall be considered
substantial non - performance and cause for termination or, at MESA's option, cause for suspension of performance of
service under this agreement. If MESA elects to suspend service, prior to suspension of services, MESA shall give seven
(7) days written notice to the Client. In the event of a suspension of services, MESA shall have no liability to the Client
for delay or damage caused to the Client because of such suspension of services. Client agrees to hold MESA
harmless and completely indemnify MESA from and against any and all damages, costs, attorney's fees, and /or other
expenses which MESA may incur as a result of any claim by any person or entity arising out of such suspension of
work. Before resuming services, MESA shall be paid all sums due prior to suspension and any expenses incurred in the
interruption and resumption of MESA's services. MESA's fees for the remaining services and the time schedules shall
be equitably adjusted.
13. The hourly rates and multiples for services of the Consultant and Consultant's sub consultants as set forth in this
Agreement shall be adjusted in accordance with their normal salary review practices annually or as agreed upon
between the Client and Consultant. MESA reserves the right to adjust hourly -based contracts and additional service
fees to compensate for inflation increases annually.
14. The initial payment of $ Dollars ($ ) shall be made upon execution of this Agreement and is the minimum payment
under this Agreement. It shall be credited to the Client's account at final payment. Subsequent payments for services
shall be made monthly and, where applicable, shall be in proportion to services performed on the basis set forth in this
Agreement.
15. The Texas Board of Architectural Examiners has jurisdiction over complaints regarding the professional practices of
persons registered as Landscape Architects in Texas. Texas Board of Architectural Examiners, P.O. Box 12337, Austin,
Texas 78711-2337; tele: 512.305.9000; fax: 512.305.9005; e -mail: www.tbae.state.tx.us.
lb. LIMITATION OF LIABILITY: to the maximum extent permitted by law, the Client agrees to limit
MESA's liability for the Client's damages to two times the fees indicated in this proposal This
limitation shall apply regardless of the cause of action or legal theory pled or asserted
17. By making visits to the site, MESA is not assuming the responsibilities of the builder, Construction Manager,
Construction Superintendent or any of their agents or subcontractors.
18. Plans, drawings and specifications or other writings or documents prepared or provided by MESA hereunder are
prepared for this Project only, but may be used by MESA for purposes of illustrating the scope and nature of project
involvement. MESA shall provide Client with a reproducible set of drawings and specifications for its records. They
shall not be used by Client for other projects or extensions to the project without the express written permission of
MESA.
19. It is expressly understood and agreed that MESA shall' not have control of, or charge of, or be responsible for
construction, means, methods, techniques, sequences or procedures, or for safety precautions or programs in
connection with the Project or for the acts or omissions of any contractor, subcontractor or other persons performing
work for the Project and Client shall indemnify MESA and hold MESA harmless from and against any and all claims,
demands, losses, costs, third parry beneficiaries, liabilities and damages including, without limitation, reasonable
attorney's fees and expenses, incurred by MESA and arising out of or related to any of the aforesaid.
20. Notwithstanding any other provision of this Agreement, MESA and MESA's sub consultants shall have no responsibility
for the discovery, presence, handling, removal, disposal or exposure of persons to hazardous materials in any form at
the project site, including but not limited to asbestos, asbestos products, mold, polychlorinated biphenyl (PCB) or other
toxic substances.
21. The Client agrees to waive consequential damages for claims, disputes or other matters in question arising out of or
relating to this agreement.
22. Nothing contained in this agreement shall create a contractual relationship with or a cause of action in favor of a third
party against either MESA or the Client. MESA's services under this agreement are being performed solely for the
Client's benefit, and no other party or entity shall have any claim against MESA because of this agreement or the
performance or nonperformance of services hereunder.
23. The Client agrees, to the fullest extent permitted by law, to indemnify and hold harmless MESA,
its officers, directors, employees and sub consultants (collectively, MESA) against all damages,
liabilities or costs, including reasonable attorney's fees and costs, to the extent caused by the
Clients negligent acts or breech of this agreement, and the acts of its contractors, subcontractors
or consultants or anyone for whom the Client is legally liable. Neither the Client nor MESA shall
be obligated to indemnify the other party in any manner whatsoever for the other party's own
negligence.
24. This document supercedes all previous discussions and documents, if any, and may only be amended by written
agreement between the parties.
Respectfully submitted,
MESA Design Associates, Inc.
R
Stan R. Cowan
Principal
Acceptance of Proposal and Contract Terms and Conditions:
City of Grapevine, Texas
Joe Moore
Assistant Director, Parks and Recreation
"M -
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, .'
MEETING DATE: SEPTEMBER 3, 2013
SUBJECT: APPROVAL OF A RESOLUTION FOR THE DONATION OF
SURPLUS PROPERTY TO PARRAS DE LA FUENTE,
COAHUILA, MEXICO
RECOMMENDATION:
City Council to consider a resolution for the donation of 11 computers to Grapevine's sister
city, Paras de la Fuente, Coahuila, Mexico.
The Information Technology Department is in the process of replacing many of the
computer towers in departments throughout the city. Normally, the City would store the
computers until an auction and would receive very little money for them.
During the last sister city mission to Parras de la Fuente, Coahuila, Mexico in August of this
year, Brandon Milmo of Casa Madero Winery mentioned that the Quinta Manuelita
Orphanage could use computers if they were available. Mr. Milmo is a big supporter of the
orphanage.
If approved by the Council, staff will work with our contacts in Parras de la Fuente on
transporting the computers to their city.
m
RESOLUTION NO. eompa-re/z.
®m fj Am o a
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, DECLARING CERTAIN PROPERTY
SURPLUS AND/OR SALVAGE; PROVIDING FOR THE
DONATION OF SAID PROPERTY TO PARRAS DE LA
FUENTE, COAHUILA MEXICO; AND PROVIDING AN
EFFECTIVE DATE
WHEREAS, it has been determined that the City of Grapevine is in possession of
surplus and/or salvage property; and
WHEREAS, several items would be of use to Grapevine's sister city, Parras de la
Fuente, Coahuila, Mexico.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1. That all matters stated in the above preamble are true and correct and
are incorporated herein as if copied in their entirety.
Section 2. That eleven retired computers from various departments throughout
the City are hereby declared surplus and are authorized to be donated to Parras de la
Fuente, Coahuila, Mexico.
Section 3. That the City Manager, or his designee, is authorized to donate the
above referenced surplus computers to Parras de la Fuente, Coahuila, Mexico.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 3rd day of September, 2013.
ATTEST:
RES. NO.
MEMO TO:
FROM:
MEETING DATE:
SUBJECT:
RECOMMENDATION:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
SEPTEMBER 3, 2013
APPROVAL OF RESOLUTION F•• COMPUTEI
HARDWARE POLICE I
City Council to consider approval of a resolution for computer hardware for the Police
Department from Netsync Network Solutions through a contract established by the State
of Texas Department of Information Resources (DIR) Cooperative Contracts Program.
FUNDING SOURCE:
Funding for this purchase is currently available in account 117 - 48860 -209 -4 (Information
Technology Upgrade /Replacement) in the amount not to exceed $49,234.00.
BACKGROUND:
This purchase will be made in accordance with a contract established with Netsync
Network Solutions by the State of Texas Department of Information Resources (DIR)
Cooperative Contracts Program contract. Purchases through this program are
authorized under Texas Local Government Code, Chapter 271, Subchapter D and
Texas Government Code Chapter 2054, Section 2054.0565 (b).
Bids were taken by the cooperative and a contract was awarded to Netsync Network
Solutions. Police Department and Purchasing staff reviewed the contract for
specification compliance and pricing and determined that the contract would provide the
best product and pricing for meeting the needs of the City. The Cooperative Purchasing
Agreement satisfies all bidding requirements under the Texas Local Government Code.
This purchase request is for a new top of rack network switch in the Police data center.
This new switch will upgrade the communications between the file servers and network
storage to 10 GB and take the server and storage load off the core switch. This
purchase will greatly improve network efficiency for the Police users.
Staff recommends approval.
8/28/2013 3:16:06 PM
RESOLUTION NO. C0h21U -rEj1
D"i
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNEE TO PURCHASE
COMPUTER HARDWARE THROUGH A STATE OF TEXAS
DEPARTMENT OF INFORMATION RESOURCES (DIR)
CONTRACT PROGRAM AND PROVIDING AN EFFECTIVE
DATE
WHEREAS, the City of Grapevine, Texas is a local government in the State of
Texas and as such is empowered by the Texas Local Government Code, Chapter 271,
Subchapter D and Texas Government Code Chapter 2054, Section 2054.0565 (b) to
make purchases under a state contract therefore satisfying any state law requiring local
governments to seek competitive bids for the purchase of the item; and
WHEREAS, the State of Texas Department of Information Resources (DIR)
Cooperative Contracts Program is a qualified purchasing program; and
WHEREAS, the City of Grapevine, Texas can participate in the State of Texas DIR
Cooperative Contracts Program through membership in the Program and wishes to utilize
the contract meeting all State of Texas bidding requirements; and
WHEREAS, the State of Texas DIR Cooperative Contracts Program has an
established contract #DIR -SDD -1372 with Netsync Network Solutions for Data
Communications & Telecommunications Networking Equipment and Related Service; and
WHEREAS, the City of Grapevine, Texas has a need for new rack network switch
hardware for the Police Department.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1. That all matters stated in the above preamble are true and correct and
are incorporated herein as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes the purchase
of computer hardware from Netsync Network Solutions for an amount not to exceed
$49,234.00.
Section 3. That the City Manager, or his designee, is authorized to take all steps
necessary to consummate the purchase of said items.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 3rd day of September, 2013.
0220100wil
ATTEST:
RES. NO. 2
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER bAN
MEETING DATE: SEPTEMBER 3, 2013
SUBJECT: APPROVAL OF A RESOLUTION FOR DESKTOP SWITCHES
AND NETWORK UPGRADE
RECOMMENDATION:
City Council to consider approval of a resolution for desktop switches and network
upgrade from Netsync Network Solutions through a contract established by the State of
Texas Department of Information Resources (DIR) Cooperative Contracts Program.
FUNDING SOURCE:
Funding for this purchase is currently available in account 325 - 48860- 101 -13 -0011
(Information Technology Upgrade /Replacement) in the amount not to exceed
$192,867.26.
This purchase will be made in accordance with a contract established with Netsync
Network Solutions by the State of Texas Department of Information Resources (DIR)
Cooperative Contracts Program contract. Purchases through this program are
authorized under Texas Local Government Code, Chapter 271, Subchapter D and
Texas Government Code Chapter 2054, Section 2054.0565 (b).
Bids were taken by the cooperative and a contract was awarded to Netsync Network
Solutions. Purchasing and IT staff reviewed the contract for specification compliance
and pricing and determined that the contract would provide the best product and pricing
for meeting the needs of the City. The Cooperative Purchasing Agreement satisfies all
bidding requirements under the Texas Local Government Code.
This purchase request is for replacing old desktop switches used for workstation
personal computers throughout the City and for upgrading the data communications
speed between buildings and file servers from 1 GB to 10 GB. The desktop switches
throughout the city are at least seven years old and are due for replacement. These
older switches do not communicate fast enough to keep up with the demands of our
newer applications. The upgrade from 1 GB to 10 GB will also help keep up with the
demands for faster data communications with our main facilities back to the data center
and to the file servers and storage devices. This replacement project will help keep our
8/28/2013 3:11:45 PM
network reliable and efficient for our City users.
Staff recommends approval.
FTAI 91
8/28/2013 3:11:45 PM
RESOLUTION NO. 196 s K-ro P
&Gji -re
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNEE TO PURCHASE
DESKTOP SWITCHES AND UPGRADE THE NETWORK
THROUGH A STATE OF TEXAS DEPARTMENT OF
INFORMATION RESOURCES (DIR) CONTRACT PROGRAM
AND PROVIDING AN EFFECTIVE DATE
WHEREAS, the City of Grapevine, Texas is a local government in the State of
Texas and as such is empowered by the Texas Local Government Code, Chapter 271,
Subchapter D and Texas Government Code Chapter 2054, Section 2054.0565 (b) to
make purchases under a state contract therefore satisfying any state law requiring local
governments to seek competitive bids for the purchase of the item; and
WHEREAS, the State of Texas Department of Information Resources (DIR)
Cooperative Contracts Program is a qualified purchasing program; and
WHEREAS, the City of Grapevine, Texas can participate in the State of Texas DIR
Cooperative Contracts Program through membership in the Program and wishes to utilize
the contract meeting all State of Texas bidding requirements; and
WHEREAS, the State of Texas DIR Cooperative Contracts Program has an
established contract #DIR -SDD -1372 with Netsync Network Solutions for Data
Communications & Telecommunications Networking Equipment and Related Service; and
WHEREAS, the City of Grapevine, Texas has a need to replace desktop switches
and upgrade the network.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1. That all matters stated in the above preamble are true and correct and
are incorporated herein as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes the purchase
of desktop switches and a network upgrade from Netsync Network Solutions for an
amount not to exceed $192,867.26.
Section 3. That the City Manager, or his designee, is authorized to take all steps
necessary to consummate the purchase of said items.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 3rd day of September, 2013.
IMM.10119411
""• 0 - •ill
RES. NO. 2
MEMO TO:
FROM:
MEETING DATE:
SUBJECT:
RECOMMENDATION:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
BRUNO RUMBELOW, CITY MANAGER S'�-
SEPTEMBER 3, 2013
APPROVAL OF A RESOLUTION FOR THE PURCHASE OF
PANASONIC WORKSTATIONS AND DOCKS
City Council to consider a resolution for the purchase of Panasonic workstations and
docks from CDW -G through an established interlocal agreement with The Cooperative
Purchasing Network (TCPN).
FUNDING SOURCE:
Funding for this purchase is currently available in account 117 - 48860 -209 -4 (Crime
Control District Fund /CCPD Technical Services /Machinery Equipment and
Implementation) $26,978.00 and 100 - 42281 -210 -3 (General Fund /Fire Department
Operations /Machinery Equipment and Implementations) $19,270.00, with the total
amount not to exceed $46,248.00.
BACKGROUND:
This purchase will be made in accordance with an existing interlocal agreement with The
Cooperative Purchasing Network (TCPN) as allowed by Texas Local Government Code,
Section 271.102 Cooperative Purchasing Program.
Bids were taken by the Cooperative and a contract was awarded to CDW -G. The
Police, Fire and Purchasing staff reviewed the contract for specification compliance and
pricing and determined that the contract would provide the best product and pricing for
meeting the needs of the City. The interlocal agreement satisfies all bidding
requirements under Texas Local Government Code.
The purpose of this request is to approve the purchase of 24 rugged Panasonic tablets
and associated hardware /software. The tablets will be used in the field by the Police and
Fire Departments and replaces existing mobile workstations that are older technology
and are at the end of their useful life expectancy. This will ensure that officers and fire
fighters are using state of the art equipment, which increases personnel safety and
efficiency. Staff recommends approval.
8/28/2013 (2:26:34 PM)
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNEE TO PURCHASE
WORKSTATIONS AND DOCKS THROUGH AN
ESTABLISHED INTERLOCAL AGREEMENT AND
PROVIDING AN EFFECTIVE DATE
WHEREAS, the City of Grapevine, Texas is a local government in the State of
Texas and as such is empowered by the Texas Local Government Code, Section 271.102
to enter into a cooperative purchasing program agreement with other qualified entities in
the State of Texas; and
WHEREAS, The Cooperative Purchasing Network (TCPN) is a qualified purchasing
cooperative program as authorized by Section 271.102 of the Texas Local Government
Code; and
WHEREAS, the City of Grapevine, Texas, has established an Interlocal Agreement
with TCPN and wishes to utilize established contracts meeting all State of Texas bidding
requirements; and
WHEREAS, TCPN has established a contract with CDW -G under TCPN contract
#R5106, Technology Solutions; and
WHEREAS, the City has a need to replace older technology workstations for the
Police and Fire Departments.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF GRAPEVINE, TEXAS:
Section 1. That all matters stated in the above preamble are true and correct and
are incorporated herein as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes the purchase
of 24 Panasonic workstations and docks from CDW -G in an amount not to exceed
$46,248.00.
Section 3. That the City Manager, or his designee, is authorized to take all steps
necessary to consummate the purchase of said items.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 3rd day of September, 2013.
ATTEST:
F.Al a a
• a - • so
RES. NO. 2
I
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
r
ROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: SEPTEMBER 3, 2013
SUBJECT: APPROVAL OF A RESOLUTION FOR POWER OVER
ETHERNET SWITCHES
RECOMMENDATION:
City Council to consider approval of a resolution for power over ethernet switches from
Netsync Network Solutions through a contract established by the State of Texas
Department of Information Resources (DIR) Cooperative Contracts Program.
FUNDING SOURCE:
Funding for this purchase is currently available in account 100 -44525 -120 -1 (Non
Departmental Fund) in the amount not to exceed $57,348.48.
This purchase will be made in accordance with a contract established with Netsync
Network Solutions by the State of Texas Department of Information Resources (DIR)
Cooperative Contracts Program contract. Purchases through this program are
authorized under Texas Local Government Code, Chapter 271, Subchapter D and
Texas Government Code Chapter 2054, Section 2054.0565 (b).
Bids were taken by the cooperative and a contract was awarded to Netsync Network
Solutions. Purchasing and IT staff reviewed the contract for specification compliance
and pricing and determined that the contract would provide the best product and pricing
for meeting the needs of the City. The Cooperative Purchasing Agreement satisfies all
bidding requirements under the Texas Local Government Code.
This purchase is to replace old ethernet switches in various locations throughout the City
with new switches that have the power over ethernet feature. The old switches that are
being replaced are at least seven years old and due for normal replacement. In addition,
the old switches do not have the power over ethernet feature that is needed to
accommodate the new voice over IP telephones. The older digital phones are being
phased out by our telephone equipment manufacturer and are being replaced
throughout the City with voice over IP phones. Staff recommends approval.
8/28/2013 3:14:01 PM
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNEE TO PURCHASE
POWER OVER ETHERNET SWITCHES THROUGH A
STATE OF TEXAS DEPARTMENT OF INFORMATION
RESOURCES (DIR) CONTRACT PROGRAM AND
PROVIDING AN EFFECTIVE DATE
WHEREAS, the City of Grapevine, Texas is a local government in the State of
Texas and as such is empowered by the Texas Local Government Code, Chapter 271,
Subchapter D and Texas Government Code Chapter 2054, Section 2054.0565 (b) to
make purchases under a state contract therefore satisfying any state law requiring local
governments to seek competitive bids for the purchase of the item; and
WHEREAS, the State of Texas Department of Information Resources (DIR)
Cooperative Contracts Program is a qualified purchasing program; and
WHEREAS, the City of Grapevine, Texas can participate in the State of Texas DIR
Cooperative Contracts Program through membership in the Program and wishes to utilize
the contract meeting all State of Texas bidding requirements; and
WHEREAS, the State of Texas DIR Cooperative Contracts Program has an
established contract #DIR -SDD -1372 with Netsync Network Solutions for Data
Communications & Telecommunications Networking Equipment and Related Service; and
WHEREAS, the City of Grapevine, Texas has a need to replace ethernet switches
for various locations in the City.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1. That all matters stated in the above preamble are true and correct and
are incorporated herein as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes the purchase
of ethernet switches from Netsync Network Solutions for an amount not to exceed
$57,348.48.
Section 3. That the City Manager, or his designee, is authorized to take all steps
necessary to consummate the purchase of said items.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 3rd day of September, 2013.
.... • R
ATTEST:
RES. NO. 2
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER 1
MEETING DATE: SEPTEMBER 3, 2013
SUBJECT: APPROVAL OF A RESOLUTION FOR A SOLE SOURCE
PURCHASE OF A WASTEWATER MONITORING INSTRUMENT
Iayeli7 LTA ImIak,ImaIIi]
City Council consider approval of a resolution authorizing the sole source purchase of a
SCAN wastewater monitoring instrument from C.C. Lynch & Associates, Inc. for the
Public Works Department.
FUNDING SOURCE:
Funding for this purchase is currently available in account 200 - 43370 -534 -0 (Utility
PCMF) for $18,834.00.
13_N: C7 Z 1>t1 17
This procurement will be made as a sole source in accordance with Local Government
Code Chapter 252, Subchapter B, § 252.022. General Exemptions (a)(7)(d).
The City of Grapevine Wastewater Treatment Plant evaluated a wastewater quality -
monitoring instrument that continuously monitors the incoming quality. This instrument
will allow staff to quickly react to various conditions and make necessary adjustments to
the treatment plant to properly treat the incoming flow.
This is a sole source purchase due to C.C. Lynch & Associates being the only company
that offers this type of instrument from SCAN that performs testing continuously. City
staff performed a trial of this instrument for a couple of months and it performed as
described and greatly enhanced our wastewater treatment plant operation.
Staff recommends approval.
KC /BS
3:01:15 PM 8/28/2013
RESOLUTION NO. W,476f— M6A.V-1'0,e11r,
/�)5 -rAu N €n►7-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNEE TO APPROVE THE
SOLE SOURCE PURCHASE OF A WASTEWATER
MONITORING INSTRUMENT AND PROVIDING AN
EFFECTIVE DATE
WHEREAS, the City of Grapevine, Texas is a local government in the State of
Texas and as such is empowered by Texas Local Government Code Chapter 252,
Subchapter B, § 252.022. General Exemptions (a)(7)(d) to purchase said equipment on a
sole source basis; and
WHEREAS, the sole source purchase due to regional sales boundaries is
necessary because the SCAN wastewater quality- monitoring instrument that continuously
monitors the incoming quality is required by the Public Works Department.
R•�� - - �- - • t • • •
GRAPEVINE, TEXAS:
Section 1. That all matters stated in the above preamble are true and correct and
are incorporated herein as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes the sole
source purchase from C.C. Lynch & Associates, Inc. for a SCAN wastewater monitoring
instrument in an amount not to exceed $18,834.00.
Section 3. That the City Manager, or his designee, is authorized to take all steps
necessary to consummate the purchase of said item.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 3rd day of September, 2013.
ATTEST:
WIN
m "T e e
as-01 ITA
SUBJECT
RECOMMENDATION:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
BRUNO RUMBELOW, CITY MANAGER
SEPTEMBER 3, 2013
APPROVAL TO RENEW AN ANNUAL CONTRACT RFB 346-
2010 FOR TRAFFIC CONDUIT INSTALLATION SERVICES
City Council to consider approval to renew an annual contract for RFB 346 -2010 with
Multiple Cable Systems, Inc. for traffic conduit installation services.
FUNDING SOURCE:
Funds are available in account 174- 43301 - 093 -000 (Street Maintenance Capital
Replacement /Traffic Sign and Signal Maintenance /Transportation Infrastructure
Maintenance) for an annual estimated amount of $30,000.00.
Bids were taken in accordance with Local Government Code Chapter 252, Subchapter
B, Section 252.021 (a) and Section 252.041 (a). The bid advertisement was posted in
the Fort Worth Star Telegram on August 30, 2010 and September 6, 2010. The bid was
opened publicly on September 14, 2010. Bid documents were issued to five contractors.
Two vendors submitted bids.
The purpose of this bid is to establish fixed annual pricing for the installation of various
types and sizes of traffic conduit for the Public Works Traffic Division on an as- needed
basis. If approved, this will be for the third annual renewal of the four, one -year renewal
options available.
Based on the evaluation of the bid by Purchasing and the Public Works Traffic Division,
it was determined the award be made to Multiple Cable Systems, Inc. who was the
lowest responsive and responsible bidder.
Multiple Cable Systems, Inc. has agreed to renew with no increase in pricing and has
supplied these services in the past with successful results.
Staff recommends approval.
L i
2:28:00 PM 8/28/2013
1►1I0:1 10Ltlir7_r i
SUBJECT:
RECOMMENDATION:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
BRUNO RUMBELOW, CITY MANAGER
SEPTEMBER 3, 2013
APPROVAL TO RENEW AN ANNUAL CONTRACT RFB 372-
2011 FOR TEMPORARY EMPLOYMENT SERVICES
City Council to consider approval to renew an annual contract RFB 372 -2011 with
Temporaries of Texas, Inc. for temporary employment services.
FUNDING SOURCE:
Funding for this purchase is limited to the budgeted amount by each department in an
annual estimated amount of $100,000.00.
BACKGROUND:
Bids were taken in accordance with Local Government Code Chapter 252, Subchapter
B, Section 252.021 (a) and Section 252.041 (a). The bid advertisement was posted in
the Fort Worth Star Telegram on July 28 and August 4, 2011. The bid was opened
publicly on August 18, 2011. There were 17 vendors notified of the bid due to electronic
notifications with an additional 12 bid packets being issued to vendors requesting the
bid. Three bids were received.
The purpose of this bid is to establish fixed annual pricing for temporary employment
services to be used by various departments on an as- needed basis. If approved, this
will be for the second annual renewal of the four, one -year renewal options available.
Of the three bids received, only Temporaries of Texas, Inc. submitted pricing for all
positions and was the lowest overall bid for the combined positions. Temporaries of
Texas, Inc. has agreed to renew with no increase in pricing and has provided this
service to the City in the past with successful results.
Staff recommends approval.
HATA
2:59:56 PM 8/28/2013
MEMO TO
MEETING DATE:
SUBJECT:
I7x•�i7irT►�1��1�L��[�7Ri
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
BRUNO RUMBELOW, CITY MANAGER
SEPTEMBER 3, 2013
APPROVAL TO RENEW AN ANNUAL CONTRACT RFB 392-
2012 FOR THE PURCHASE OF AGGREGATE MATERIALS
City Council to consider approval for the renewal of annual contracts for RFB 392 -2012
with Neese Materials, Inc., Lowery Sand & Gravel Company, Inc., Big Sandy Sand
Company, Hanson Aggregates LLC, DFW Materials and TXI for the purchase of
aggregate materials.
FUNDING SOURCE:
Funding for this purchase is limited to the budgeted amount by each department in an
annual estimated amount of $439,000.00.
Bids were taken in accordance with Local Government Code Chapter 252, Subchapter
B, Section 252.021 (a) and Section 252.041 (a). The bid advertisement was posted in
the Fort Worth Star Telegram on July 19 and 26, 2012. The bid was opened publicly on
August 10, 2012 and issued through the eBid system. There were 383 vendors notified
of the bid due to electronic notifications with 10 other vendors viewing the bid due to the
City's purchasing website bid notice. Six bids were submitted.
The purpose of this bid is to establish fixed annual pricing for aggregate materials used
primarily by the Public Works Department. Parks and Recreation Department, the Golf
Course and other various departments will also utilize this contract on an as- needed
basis. If approved, this will be for the first annual renewal of the four, one -year renewal
options available.
Based on the evaluation of the bid by Purchasing and the Public Works Department, it
was determined the award be made to Neese Materials, Inc., Lowery Sand & Gravel
Company, Inc., Big Sandy Sand Company, Hanson Aggregates LLC, DFW Materials
and TXI who are the lowest responsive and responsible bidders. TXI did not renew line
item 14 for unwashed cushion sand and the department is agreeable with the item not
being renewed.
8/28/2013 3:08:04 PM
Neese Materials, Inc., Lowery Sand & Gravel Company, Inc., Big Sandy Sand Company,
Hanson Aggregates LLC, DFW Materials and TXI have agreed to renew with no
increase in pricing and has supplied these services to the City in the past with successful
results.
Staff recommends approval.
KH /LW
8/28/2013 3:08:04 PM
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
len
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: SEPTEMBER 3, 2013
SUBJECT: ROAD CONSTRUCTION AND MAINTENANCE AGREEMENT
RECOMMENDATION:
City Council consider approving a Road Construction and Maintenance Agreement with
Prologis U. S. Logistics Fund, L. P. for the reconstruction and maintenance of the northern
one half of East Dallas Road extending from Texan Trail east for a distance of
approximately 775 feet, authorize the City Manager to execute said agreement and take
any necessary action.
1I_[e7-'(cl Z 11 17i
At the time of the development of the JA Green complex in the northeast corner of Dallas
Road, Texan Trail was being planned and designed for a six -lane roadway with center
median. This center median would eliminate left turns into and out of the warehousing
complex.
To offset this access impact, JA Green was allowed to construct a private drive in the
northern one half of Dallas Road right -of -way east of Texan Trail to provide the
warehousing operation with access to the signalized intersection at Dallas Road and Texan
Trail.
The City assumed no maintenance responsibility for this pavement.
Over the years, the pavement has experienced deterioration due to the heavy truck traffic
and the substandard pavement thickness.
Oncor is planning a substation in the northeast corner of the intersection with access from
this roadway. Prologis has proposed to the City that they reconstruct the roadway to City
standards sufficient to serve commercial trucks and the City then accept the maintenance
of the roadway as we would with any developer constructed roadway.
The agreement has been developed by Prologis attorneys and Matthew Boyle of our City
Attorney's office with input from Public Works' staff based upon our standard Developer
Agreement that we use for public /private joint participation projects.
The roadway will be constructed at Prologis's sole cost with a two year maintenance bond.
Wagenda\2013 \09- 3- 130allas Rd Construction & Maintenance Agreement
Upon expiration of the maintenance bond, final inspection by City staff and completion of
any repairs needed as a result of the final inspection, the City will accept maintenance of
the roadway.
Staff recommends approval.
0: \agenda \2013 \09 -3 -13 \Dallas Rd Construction & Maintenance Agreement
This Road Construction and Maintenance Agreement (this "Agreement ") is made as of
this August, 2013 (the "Effective Date "), by and between Prologis U.S. Logistics Fund, L.P.,
a foreign limited partnership with its principal office located at 4545 Airport Way, Denver,
Colorado 80239 ( "Prologis ") and the City of Grapevine, Texas, a home -rule municipality
located in Tarrant County, Texas, with its principal offices located at 200 S. Main Street,
Grapevine, Texas 76051 (the "City "). Prologis and the City sometimes are referred to herein
collectively as the "Parties" and individually as a "Party."
A. Pursuant to that certain Road Use and Maintenance Agreement dated December
30, 1998 by and between 1085 Partnership, Ltd. and Magnum Realty Corp. (the "Prior
Maintenance Agreement "), the City contends that Prologis currently has responsibility for
maintenance of that certain road known as Old Dallas Road, which bears the following legal
description (the "Road "):
Commencing at the SW Corner of Dallas Road R.O.W. at Business 114, also being on
the east right of way line of Business 114;
THENCE North 89 020'00" East a distance of 758.519 feet;
THENCE North 0 040100" West a distance of 50.000 feet;
THENCE South 89 °20'00" West a distance of 773.219 feet;
THENCE South 17 °3'00" East a distance of 52.116 feet; to the point or place of
beginning 38293.433 square feet, 0.879 Acres, more or less.
B. As described further in the Prior Maintenance Agreement, the Road is a private
access road, and has been used as a road since that time.
C. The Parties desire that Prologis reconstruct the Road and all required associated
improvements (which shall be included in the definition of "Road ") in accordance with all
applicable City specifications and standards (collectively, the "Ordinances "), and that following
the completion of such reconstruction and the inspection of the reconstructed Road by the City,
that the City accept the Road as a public road and accept the Road for all future maintenance, all
on the terms and conditions described herein.
AGREEMENT
In consideration of the mutual covenants, conditions and agreements contained herein
and for such other good and valuable consideration, the receipt and sufficiency of which are
hereby acknowledged, the Parties agree as follows:
I . Reconstruction of the Road.
(a) Scheduling. Prologis shall begin preparations for reconstruction of the
Road in accordance with the terms of the Agreement promptly following the Effective Date. The
Parties intend that the reconstruction be completed by January 1, 2014, provided that any delay
in reconstruction shall have no effect on the rights of the Parties hereunder.
(b) Provision and Approval of Plans. Prologis shall develop design plans for
the reconstruction of the Road (the "Plans "), and shall provide a copy of the Plans to the City
promptly after they are complete. The City shall review the Plans for conformance with
applicable Ordinances, and shall endeavor to complete such review within fifteen (15) days after
delivery of the Plans to the City. The City agrees not to impose any additional requirements on
the Plans and on the Road that are not currently contained in the City's applicable Ordinances or
applied to similar roads in the City. In the event the City determines that the reconstruction
described in the Plans conforms with all applicable Ordinances, the City shall notify Prologis in
writing of its approval of the Plans. In the event the City determines that the reconstruction
described in the Plans does not conform with all applicable Ordinances, the City shall notify
Prologis in a reasonably detailed writing of the issue(s) resulting in the nonconformance and how
the Plans must be changed or corrected to conform to the Ordinances, and Prologis shall use
commercially reasonable efforts to address such issue(s) and thereafter will resubmit the Plans to
the City for approval in accordance with this section.
(c) Indemnity Against Design Defects. Approval of the City Engineer or
other City employee, official, consultant, employee, or officer of any plans, designs or
specifications submitted by Prologis under this Agreement shall not constitute or be deemed to
be a release of the responsibility and liability of the Prologis, their engineer, contractors,
employees, officers, or agents for the accuracy and competency of their design and
specifications. Such approval shall not be deemed to be an assumption of such responsibility or
liability by the City for any defect in the design and specifications prepared by the consulting
engineer, his officers, agents, servants, or employees, it being the intent of the Parties that
approval by the City Engineer or other City employee, official, consultant, or officer signifies the
City's approval of only the general design concept of the improvements to be constructed in
accordance with applicable Ordinances. In this connection, Prologis shall, for a period of one (1)
year following the City's acceptance of the Road, indemnify and hold harmless the City, its
officials, officers, agents, servants and employees, from any loss, damage, liability or expense
occurring after the City's acceptance of the Road on account of damage to property and injuries,
including death, to any and all persons which may arise out of any defect, deficiency or
negligence of the engineer's designs and specifications incorporated into any improvements
constructed by Prologis in accordance therewith, and Prologis shall defend at its own expense
any suits or other proceedings brought against the City, its officials, officers, agents, servants or
employees, or any of them, on account thereof, to pay all expenses and satisfy all judgments
which may be incurred by or rendered against them, collectively or individually, personally or in
their official capacity, in connection herewith. This Section 1(c) does not apply to claims arising
from or based only on any negligence or willful misconduct on the part of the City, its officials,
officers, agents, servants and employees. Further, Prologis's maximum liability under this
Section 1(c) shall not exceed the policy limit of the insurance policy(ies) Prologis is required to
-2-
carry under Section 1(g). This Agreement does not constitute a waiver of any immunity
belonging to the City.
(d) Approval of Plans Prologis and the City agree that approval of Plans
and specifications by the City shall not be construed as representing or implying that
improvements built in accordance therewith shall be free of defects. Any such approvals shall in
no event be construed as representing or guaranteeing that any improvement built in accordance
therewith will be designed or built in a good and workmanlike manner. Neither the City nor its
elected officials, officers, employees, contractors and /or agents shall be responsible or liable in
damages or otherwise to anyone submitting Plans and specifications for approval by the City for
any defects in any plans or specifications submitted, revised, or approved, in the loss or damages
to any person arising out of approval or disapproval or failure to approve or disapprove any Plans
or specifications, for any loss or damage arising from the non - compliance of such Plans or
specifications with any governmental ordinance or regulation, nor any defects in construction
undertaken pursuant to such plans and specifications.
(e) Construction in Compliance with Ordinances. Following approval of the
Plans by the City and Prologis's obtaining of the Maintenance Bond in accordance with Section
ILal, Prologis, through its contractor, shall promptly proceed with the reconstruction of the Road
in accordance with the Plans and in accordance with all applicable Ordinances.
(f) Cost of Reconstruction. The entire cost of design and development of the
Plans, and reconstruction of the Road in accordance with the Plans, shall be borne entirely by
Prologis.
(g) Insurance. During the reconstruction process, and for one (1) year
following the City's acceptance of the Road, Prologis shall carry insurance in the following types
and amounts, and shall name the City as additional insured on any related insurance policy
(i) Comprehensive General Liability: Bodily Injury $1,000,000.00 per
occurrence and Property Damage $2,000,000.00 aggregate.
(ii) Worker's Compensation: Statutory
(iii) Employer's Liability: $500,000.00
(iv) Comprehensive Automobile Liability: $1,000,000.00 combined
single limit.
2. Inspections. The City shall have the right to inspect the reconstructed Road
during the reconstruction as determined by the City. Following any such inspection, in the event
the City determines that the relevant stage of reconstruction of the Road does not conform with
all applicable Ordinances and /or the Plans ( "Non- Conformance "), the City shall notify Prologis
in a reasonably detailed writing within five (5) working days of the inspection of the issue(s)
resulting in the Non - Conformance and the actions required to correct the Non - Conformance, and
Prologis shall use commercially reasonable efforts to address such issue(s) and following the
taking of such actions will provide notice to the City and will request re- inspection by the City of
that stage of reconstruction for approval in accordance with this section.
-3-
3. Additional Requirements after Final Inspection. After the City has approved the
final stage of the reconstruction of the Road in accordance with Section 2 above, the City shall
provide written notification within seven (7) calendar days to Prologis that the reconstructed
Road conforms with all applicable Ordinances and the Plans. If the City fails to provide such
timely written notification, by virtue of this Agreement, the Parties shall be deemed to have
agreed that Prologis reconstructed the Road in conformance with all applicable Ordinances and
the Plans ( "Stipulation "). Following Prologis's receipt of such notification:
(a) Maintenance Bond. Prologis, through its contractor, shall obtain and
deliver to the City, a maintenance bond covering the entirety of the Road, in an amount equal to
25% of the reconstruction cost of the Road as shown in the Plans for a period of two years after
the Road has been accepted by the City.
(b) Proof of Pam. Prologis shall provide paperwork and other proof
reasonably required by the City, including without limitation a performance and payment bond
covering the entire cost that all reconstruction and other work related to the Road have been fully
paid such that no party has the right to claim a lien over any portion of the Road relating to the
reconstruction.
4. Transfer, Acceptance and Dedication. Effective as of the date that all of the items
in Section 2 are satisfied (the "Transfer Date "), and subject to the warranties of the contractor
performing the work and all required Bonds, the City agrees to accept all maintenance
responsibilities associated with the Road. Promptly following the Transfer Date, the City shall
take all necessary steps to dedicate the Road as a public road, provided that Prologis and any of
its tenants, customers, vendors and /or invitees shall have the right to use the Road at all times.
5. Maintenance Following Transfer. At all times on and after the Transfer Date, the
City shall have sole responsibility for maintenance of the Road, and Prologis shall have no
responsibility for maintenance of the Road.
b. Additional Provisions.
(a) No Applicable Bidding Ordinance. The City and Prologis agree that the
Road reconstruction is being completed by Prologis or its contractors. Prologis is free to use any
contractor of its choosing in performing the reconstruction contemplated by this Agreement. If
the Parties later determine other procurement requirements are applicable, the Parties shall
reasonably cooperate to meet such requirements going forward.
(b) No Reliance or Use of Agreement by Third Parties. There are no third
party beneficiaries to this Agreement, and no one has the right to enforce any of the provisions of
this Agreement other than Prologis and the City. Without limiting the foregoing, any
acknowledgement of current or future maintenance responsibility for the Road cannot be used
by, relied upon, or construed in the favor of any third party.
(c) Cooperation and Further Assurances. Prologis and the City shall
cooperate at all times from and after the Effective Date with respect to the supplying of any
information requested by the other Party regarding any of the matters set forth in this Agreement.
Subsequent to the Effective Date, and without any additional consideration, each of Prologis and
-4-
the City shall execute and deliver any further documents or legal instruments, and perform any
acts, that are or may become necessary to effectuate the purposes of this Agreement, including
without limitation obtaining any required official or other approvals of the City and its
government for entry into and ratification of this Agreement and for transfer of maintenance
responsibilities for the Road following the fulfillment of the requirements set forth in this
Agreement.
(d) Notices. Any notice, request, approval, demand, instruction or any other
communication to be given to either party hereunder shall be in writing, and conclusively shall
be deemed to have been delivered when personally delivered or when (i) deposited for overnight
deliver with an overnight courier service or (b) deposited in the U.S. mail, sent by certified mail,
return receipt requested, and such notices are addressed to the following addresses:
If to Prologis:
Prologis
Attn: Office of the General Counsel
4545 Airport Way
Denver, Colorado 80239
If to the City:
with a copy to:
Joe Lea
McGinnis, Lochridge & Kilgore, LLP
600 Congress Avenue, Suite 2100
Austin, Texas 78701
with a copy to:
City of Grapevine Matthew C.G. Boyle
Attn: Stan Laster, Director of Public Works Boyle & Lowry, LLP
200 S. Main Street 4201 Wingren, Suite 108
Grapevine, Texas 76051 Irving, Texas 75062
(e) Amendment; Assignment; Entire Agreement. This Agreement may be
amended only by a writing executed by both Parties. This Agreement may not be assigned by
either Party without the express written consent of the other Party. This Agreement represents
the entire agreement between the Parties with respect to its subject matter and supersedes all
prior discussions and agreements between the Parties with respect to such subject matter.
(f) Governing Law. This Agreement shall be governed by and construed in
accordance with the laws of the State of Texas, without giving effect to its conflicts of laws
principles.
(g) Waiver. No waiver or consent to any breach or other default of any of the
terms of this Agreement shall be deemed to constitute a waiver of any subsequent breach of the
same or any other term or condition of this Agreement.
(h) Counterparts. This Agreement may be executed in counterparts, each of
which shall be an original, but all of which together shall constitute one and the same instrument.
(i) Headings and Interpretation. Section headings used herein are for
reference and convenience only, and shall not affect the interpretation of this Agreement. When
the context so requires in this Agreement, words of one gender include one or more other
genders, singular words include the plural, and plural words include the singular. Use of the
-5-
word "include" or "including" is intended as an introduction to illustrative matters and not as a
limitation.
(j} Severability. If any provision of this Agreement shall be held by a court
of competent jurisdiction to be illegal, invalid or unenforceable, the remaining provisions of this
Agreement shall remain in full force and effect, and the illegal, invalid or unenforceable
provision shall be enforced to the fullest extent permitted by law (provided that such provisions
as enforced continue to substantially reflect the original intention of the Parties).
Executed to be effective as of the Effective Date, provided that the City's obligations
with respect to maintenance of the Road shall not be effective until the Transfer Date.
mom
CITY OF GRAPEVINE, TEXAS,
A Home Rule Municipality
Name:
Title:
ATTEST:
Jodi Brown, City Secretary
STATE OF TEXAS §
COUNTY "•
This instrument was acknowledged before me the _ day of , 2013, by
of the City of Grapevine, Texas, a home rule
municipality, on behalf of the City.
Notary Public Signature
-7-
STATE OF TEXAS §
COUNTY OF TARRANT §
said
[PROLOGIS ENTITY]
Name:
Title:
This instrument was acknowledged before me the _ day of , 2013, by
of [Prologis Entity], a , on behalf of
Notary Public Signature
-s-
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: SEPTEMBER 3, 2013
SUBJECT: APPROVAL FOR THE AWARD OF A REQUEST FOR QUOTE
TO PURCHASE CARPET AND INSTALLATION FOR THE
CONVENTION CENTER
RECOMMENDATION:
City Council to consider approval for the award of a request for quote to purchase carpet
and installation from Corporate Floors, Inc. for the Convention Center.
FUNDING SOURCE:
Funding for this purchase is currently available in account 115 - 43350 - 351 -01 (CVB
Building Maintenance PCMF Fund) for the amount not to exceed $16,102.93.
Quotes were requested and received by the CVB staff and reviewed by Purchasing.
Formal bids and advertisements are not required for purchases under $50,000.00. Three
vendors submitted quotations.
Informal quotes received:
Corporate Floors, Inc. $16,102.93
Floors, Inc. $19,712.02
Ft. Worth Carpet Co., Inc. $23,060.27
Of the three quotes received, Corporate Floors, Inc.
specifications to replace the six -year old carpet
Chancellor meeting rooms at the Convention Center.
Staff recommends approval.
EK/BS
submitted the lowest quote meeting
in Chenin Blanc, Champanel and
8/29/2013 (3:33:50 PM)