HomeMy WebLinkAboutItem 03 - Texan Trail LandscapeMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGER
MEETING DATE: JUNE 7, 2005
SUBJECT: CONSIDER AWARD OF A LANDSCAPE DESIGN SERVICES
CONTRACT FOR THE MEDIANS ON THE TEXAN TRAIL TO LA
TERRA STUDIO, INC.
RECOMMENDATION:
City Council to consider approval of a landscape design services contract for the design
of the medians on the Texan Trail with La Terra Studio, Inc. in the amount of
$47,200.00. The contract is attached for Council review.
FUNDING SOURCE:
Funds for the design are available in account 178-78103-011, 00 GO Bonds
Amount
Basic Services $47,200.00
• Data Gathering/TxDOT Coordination
• Schematic Design
• Design Development
• Construction Documents
• Bid Phase Services
• Construction Phase Services
• Miscellaneous Expenses
BACKGROUND:
Construction will begin on the Texan Trail in September of 2005 and is estimated to be
complete by December of 2006. Medians will be installed on the Texan Trail and staff
will submit a cost-sharing grant to TxDOT for landscaping the medians. In this program,
TxDOT would pay for all landscaping and irrigation materials and the City would be
responsible for the cost of the installation. Staff is estimating that the cost of irrigation
materials, landscaping and installation is approximately $400,000.00.
June 1, 2005 (9:14AM)
Staff sent Requests for Qualifications to a total of four engineering firms and two firms
responded and were interviewed by staff on March 23, 2005 for the design of the
landscaping on the medians on Texan Trail. Staff selected La Terra Studio, Inc. based
upon their creativity and excellent presentation at the interview.
The City Attorney reviewed the proposed contract with La Terra Studio, Inc. Staff
recommends approval of the contract.
EN
June 1, 2005 (9:13AM)
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This proposal/contract/agreement is for landscape architectural design and consulting services to
be provided by la terra studio, inc. (the landscape architect) located at 2109 Commerce Street,
Dallas, Texas 75201; for the City of Grapevine, Parks and Recreation Department (the
client/owner/city) located at P.O. Box 95104, Grapevine, TX 76099
1. Project Scope
1.1 Area of Work
The area of work consists of approximately 1.3 miles of TxDOT Right -of -Way that will
be constructed on Business 114 (Texan Trail) from State Highway 114 (121) north to
State Highway 26 (Northwest Highway).
1.2 Estimated Budget
A construction budget for this project has not been determined. However, this
proposal is based on a construction budget and the design associated with a project
with a construction budget of $400,000. Any significant increase in budget may
require additional time and effort by the consultant in order to adequately portray the
increased design (see 4.2 Expanded Scope).
1.3 Basic Services
Basic Services provided by the Landscape Architect shall consist of:
A. Data Gathering/ Coordination with TxDOT (Ft. Worth office)
B. Schematic Design
C. Design Development
D. Construction Documents
E. Bid Phase Services
F. Construction Phase Services
2. Basic Services
2.1 Data Gathering / initial Coordination with TxDOT
A. The Landscape Architect shall meet with the Client in an initial kickoff meeting to
establish the goals and milestones for the project.
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April 21, 2005
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B. The Landscape Architect will work with the City to obtain electronic base files from
the Engineer who designed the road sections. The City is responsible for providing
Landscape Architect with base data (i.e. digital line -work, topography, water -main,
sewer, utility location, proposed R.O.W. improvements, etc.) necessary to create
schematic, design development and construction documents.
C. The Client will work with the Landscape Architect to obtain information pertaining
to City requirements in reference to visibility triangles, standard irrigation
specifications, and landscape requirements.
D. The Landscape Architect will initialize contact with TxDOT to try and establish a
clear and precise order for moving the project through the TOOT approval process.
Throughout the project, la terra studio will work with the City in coordinating
necessary elements of the project with TxDOT.
2.2 Schematic Desien
A.The Landscape Architect shall visit the site to verify and inventory existing
conditions, taking special note to vehicular circulation, adjacent landscapes,
existing vegetation, views, and focal points.
B. The Landscape Architect shall review the proposed road design to understand
proposed road alignments and conditions, taking special note to vehicular
circulation, curb cuts, turn lanes, and median widths.
C. Based on previous discussions with City staff, the Landscape Architect will apply
xeriscape landscape design principles during the schematic design of the project.
D.The Landscape Architect will develop three (3) landscape concepts to present to
City Staff. Upon City Staff selection of a concept, the Landscape Architect will
proceed to finalize the selected concept into a final schematic design.
E. The Landscape Architect will work with the City to develop a schematic irrigation
plan to use during future phases of the project. la terra studio will acquire the
services of a licensed irrigation designer to participate in the schematic design
and cost estimating portion of the schematic phase.
F. la terra studio will work with the City's current way -finding consultants to
integrate way -finding into the project.
G. The Landscape Architect shall prepare plans and sketches specifically addressing
concepts for:
- Earth forms
- Hardscape
Landscaping (with plant materials list)
Landscape irrigation system (schematics)
Architectural lighting
-- Water Features
Architectural elements
H. The Landscape Architect will meet with city staff as needed throughout the
schematic design phase of the project. la terra studio will also make
presentations to City officials as need throughout this phase. (City Council, Park
Board, etc....)
1. la terra studio will create a preliminary estimate of probable cost based on the
selected schematic design concept broken-down into itemized materials per
contract.
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2.3 Design Development
Based on the approved Schematic Design and Preliminary Estimate of Probable Cost, the
Consultant shall work in coordination with the Owner to provide Design Development
documents consisting of drawings, sketch details, and other documents to fix and describe
the size and character of the project as to the elements described above.
A. Consultant shall submit to the Owner further Preliminary Estimates of Probable
Cost.
B. Consultant shall submit 60% Construction Documents to the City and to TxDOT
for approval prior to complete final construction documents.
2.4 Construction Documents
Services to be provided in this phase include the following construction drawings:
A. Site plans at appropriate scale indicating all program elements in a legible
manner.
B. Layout plans dimensioning all proposed improvements.
C. Demolition plan -- (if required)
D. Drainage and grading plan
E. Irrigation Plans and Specification (per City and TxDOT approved materials and
method)
F. Planting plans including all tree and turf selections for all locations. A plant list
including plant names, sizes and character desired will be provided.
G. Details for all landscape materials with specifications as required for proper
construction, installation or finishing of all landscape components.
H. Specifications in Standard CSI Format including Special Conditions.
1. Final construction cost estimate to include unit costs at current construction
dollars.
J. Erosion control plan, including preparation of storm water pollution prevention
plan, in accordance with EPA requirements.
2.5 Bid Phase Services
After completion and approval of the Construction Drawings the Consultant will provide the
City assistance in bidding and awarding the construction contract for the project. This will
include the following:
A. Preparation of a "mark-up" of the standard City of Grapevine bid and contract
forms including preparation of a contract bid schedule and bid quantities for the
project.
B. Furnishing plans and specifications for bidding.
C. Plans & Specs. will be picked -up at the office of la terra studio (the cost of these
will be recouped by a non-refundable fee paid for by prospective bidders).
D. la terra studio will conduct a pre-bid meeting to be held at the City of Grapevine
E. Answer contractor inquiries during the bid phase.
F. Provide a bid tabulation of all bids received.
G. Evaluate the lowest and second lowest bidders. Bid evaluation will include the
following:
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a. Past work history
b. Financial resources
C. Physical resources to produce the project
d. A summary of the bid analysis will be provided to the City for use in
selection and award of the construction contract
2.6 Construction Phase Services
The Consultant will provide Construction Phase Services for the project. Services to be
provided in this phase include:
A. Periodic visits (a total of 3 visits to the site have been included as part of this
phase) to the site to observe the progress and quality of construction and to insure
the integrity of the design as indicated on the drawings.
B. Provide support services to the City inspector.
C. Consultation and advice to the City.
D. Preparation of elementary and supplementary sketches required to resolve field
conditions related to design.
E. Approval of submittals and shop drawings submitted by contractors for
conformance with the design concept.
F. Approval or Denial of "approved equals" and/or substitutions.
G. The consulting team shall not be responsible or liable for the Contractor's failure
to perform the construction work in accordance with the contract documents.
H. Coordinate and attend final site walk through with the City & TxDOT at the
conclusion of the construction and provide a punch list to Contractor to complete
the project.
1. Issuance of Final Acceptance Letter for final payment to contractor
3. Authorization of Services
No professional services of any nature shall be undertaken by Landscape Architect
pursuant to this contract until Landscape Architect has received written "notice to
proceed" from the Owner.
4. Fees
4.1 For the Basic Services outlined above, the Landscape Architect shall be paid a total
fee not to exceed Forty -Seven Thousand, Two Hundred Dollars without formal appeal
by the city based on the following:
4.1.1 Data Gathering/ TxDOT Coordination
$ 3,200
4.1.2 Schematic Design
$ 9,000
4.1.3 Design Development
$ 10,000
$35,200
4.1.4 Construction Documents
$ 13,000
4.1.5 Bid Phase Services
$ 3,000
$9,000
4.1.6 Construction Phase Services
$ 6,000
4.1.7 Miscellaneous Expenses (printing, postage, courier etc.)
$ 3,000
TOTAL
$ 47,200
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4.2 Expanded Scope
In the event the Owner increases or decreases the budget of the project or the scope
of services which is defined in this contract, the Landscape Architect will consider
these elements as Adjusted Services and will charge or reduce the Owner on a time -
basis per hourly rate listed below or at a fee mutually agreed upon by the Owner and
Landscape Architect in writing prior to services being provided.
4.3 Billing
la terra studio will bill the City of Grapevine for services performed each month.
Billing will start on the 15`h day of the month in which this proposal becomes binding.
la terra will send invoices on the 15`h of each month and will be due in 30 days from
the date on the invoice. The last payment will not be due until la terra studio
completes its contractual responsibilities contained here within.
5. Completion Schedule
The work described in this proposal will be performed in accordance with the following
schedule:
Data Gathering / Coordination 3 weeks
Schematic Design 3 weeks
Design Development 4 weeks
Construction Documents 6 weeks
(Construction Documents will be submitted
to the City for review at the 30°/x/60%/90% completion levels.)
Note: The above schedule is for the design team's work effort only and does not include
time required for internal review and approval by TxDOT or the City of Grapevine.
Project Bidding
Construction Phase Services
6. Project Deliverables
Data Gathering/ TxDOT Coordination
Schematic Design
Construction Documents
Bid Phase Services
Construction Phase Services
2 months
Per construction schedule
Meeting Minutes (1 electronic copy to be e-mailed per
meeting)
Final Graphic R copy mounted on foam -core and a CD
with image)
30/60/90% Plans and Specs (2 copies)
Meeting Minutes R electronic copy to be e-mailed per
meeting)
Site Visit Reports U electronic copy to be e-mailed per
meeting)
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7. Professional Liability Insurance
Prior to the commencement of the design phase under this Contract, the Landscape
Architect shall bind standard comprehensive & professional liability insurance coverage in
an amount of at least $1,000,000.00 aggregate per year (max 3 years), covering the
services provided under this Contract. Landscape Architect shall maintain such coverage
during all phases of landscape architectural services under this Contract and for one (3)
years from notice to proceed. The City shall be supplied with a certificate stating city
coverage as "additional insured" of such coverage, which shall provide for a thirty (30) day
notice to the City, by certified or registered mail, of cancellation, non -renewal, or material
alteration.
8. Miscellaneous Provisions
8.1 Compliance with Laws
The Landscape Architect shall comply with all published Federal, State, and local laws,
statutes, ordinances, rules and regulations, and the orders and decrees of any courts or
administrative bodies in any matter affecting the performance of this Contract, including,
without limitation, worker's compensation laws, minimum and maximum salary and wage
statutes and regulations, and licensing laws and regulations. When required, the
Landscape Architect shall furnish the City with satisfactory proof of compliance.
8.2 Status of Landscape Architect
Landscape Architect acknowledges that Landscape Architect is an independent contractor
} of the City and that Landscape Architect is not an employee, agent, official or
representative of the City. Landscape Architect shall not represent, either expressly or
through implication, that Landscape Architect is an employee, agent, official or
representative of the City. Income taxes, self-employment taxes, social security taxes and
the like are the sole responsibility of the Landscape Architect.
9. Additional Services
9.1 Additional Services
A. The Landscape Architect will provide such Additional Services on an hourly basis
with a mutually agreed "not to exceed" total or a mutually agreed upon flat fee in
writing. Hourly rates for Additional Services are as follows:
Principal $85.00/hour
Intern Landscape Architect (CAD) $50.00/hour
Administrative $40.00/hour
9.2 Additional services include the following:
A. TDLR Review Process — This project, in its current state, does not have designated
pedestrian access (median of a public street).
B. Professional perspective sketches
C. Utility design including storm sewer, sanitary sewer, water, etc.
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D. As -built surveys/plans
E. Applying for and obtaining construction permits that are usually completed by the
construction contractor.
F. Long distance trips to the field or nursery to individually select and approve plant
materials (trips with -in the DFW Metroplex is included)
G. Traffic Control Plans. la terra studio will designate in its construction package that
the Construction Contractor is responsible for submitting a traffic control plan to
TOOT and the City for approval prior to beginning construction.
H. Geotechnical reports (meeting TMUTCD) used for structural engineering of potential
architectural elements.
I. Structural Engineered footings of potential architectural elements.
J. Electrical Engineering for any proposed lighting components (landscape or
architectural)
9.3 All fees are due and payable upon 30 Days receipt of invoice and are due at the office
of la terra studio, inc., 2109 Commerce Street, Dallas, Texas, 75201.
9.4 Any major changes involved after Schematic Design drawings have been presented
and approved will be charged on a time basis per hourly rates listed above.
10. Termination
This Contract shall remain in full force and effect until the above referenced work has
been completed. If either party defaults in the performance of this agreement or
materially breaches any of its provisions, the non -defaulting or non -breaching party shall
have the right to terminate this agreement by giving written notice of termination within
fourteen (14) days of the default or breach. Upon receipt of said notice, the defaulting or
breaching party shall have fourteen (14) days to cure such default or breach. If said
default or breach is not cured, the agreement shall terminate automatically. All notices
shall be mailed certified, return receipt requested, to the following:
Doug Evens Kris Brown, ASLA, RLA
City of Grapevine la terra studio, inc.
Parks & Recreation Department 2109 Commerce Street
200 S. Main Street Dallas, TX 75201
Grapevine, TX 76051
Additionally, Client may terminate this agreement, without cause and at will, by giving
Landscape Architect not less then 30 days written notice; provided that if this agreement
is terminated, la terra studio, inc, shall be paid a lump sum equal to the unpaid portion of
the fee for services performed prior to termination, together with reimbursement for
miscellaneous expenses.
11. Project Maintenance
It is not the responsibility of the Landscape Architect to ensure proper maintenance of
plant material and irrigation system.
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Statement of Jurisdiction
The Texas Board of Architectural Examiners (TBAE) has jurisdiction over complaints regarding the
professional practices of persons registered as landscape architects in Texas.
TBAE
P.O. Box 12337
Austin, TX 78711-2337
(512) 305 — 9000
http://www.tbae.state.tx.us/active/home.html
Authorization to Proceed:
City of Grapevine, Texas
Signature:
Printed Name:
Date:
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la terra studio, inc.
president
Kris Browi, ASLA, RLA
Date: 4-22-20003