HomeMy WebLinkAboutItem 07 - Landscape Architecture Services Green River MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: NOVEMBER 7, 2017
SUBJECT: LANDSCAPE ARCHITECTURE SERVICES CONTRACT
RECOMMENDATION:
City Council to consider awarding a Landscape Architecture contract to Schrickel Rollins
and Associates, Inc. (SRA) for the landscape/irrigation plan and construction documents
for Phase IV, authorize staff to execute said contract and adopt the attached appropriation
ordinance.
FUNDING SOURCE:
Upon approval of the ordinance and transfer of funds from the Quality of Life, funds will be
available in the Grant Fund in an amount not to exceed $98,500.
BACKGROUND INFORMATION:
Several areas throughout the DFW Connector corridor were not included in TXDOT's
landscape plan for the project. These are highly visible areas where supplemental
landscaping will enhance the look of Grapevine.
Staff presented the idea to Council at the July 16, 2013 meeting to hire a Landscape
Architect to design several areas of the Connector project. A fully comprehensive plan
that is phased and vetted by the City Council will facilitate budgeting and grant applications
as well as promote a more uniform theme throughout the corridor.
Since 2013, SRA has designed Phases I thru III. Recently, Phase II was completed along
SH 114, with limits from Main Street east to Texan Trail. Staff has received positive
comments from citizens, visitors, and merchants along the SH114 corridor. Phase III
construction from William D. Tate Avenue to State Highway 26 will begin this month. The
Landscape Architecture Services contract is Phase IV along FM 2499, from SH 26 to the
Denton Creek Bridge. See attached proposal.
Staff recommends approval.
ORDINANCE NO. 2017-076
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS AUTHORIZING THE APPROPRIATION
OF FUNDS FROM THE QUALITY OF LIFE FUND AND
TRANSFER OF FUNDS TO THE GRANT FUND FOR
LANDSCAPE ARCHITECTURE SERVICES FOR THE FARM
TO MARKET ROAD 2499 GREEN RIBBON PROJECT -
PHASE IV; DECLARING AN EMERGENCY AND PROVIDING
AN EFFECTIVE DATE
WHEREAS, a Master Agreement between the City of Grapevine and the State of
Texas was adopted by Resolution No. 2000-60 on November 21 , 2000 and the agreement
states the general terms and conditions for transportation projects developed through this
Local Transportation Project Advance Funding Agreement; and
WHEREAS, the Texas Transportation Commission passed Minute Order 115005,
that provides for the development of, and funding for, landscape improvements of Farm to
Market Road 2499 from SH 26 to Denton Creek Bridge in the City of Grapevine; and
WHEREAS, the landscape architecture firm of Schrickel Rollins and Associates,
Inc. (SRA) has designed Phases I thru III of this project; and
WHEREAS, all constitutional and statutory prerequisites for the approval of this
ordinance have been met, including but not limited to the Open Meetings Act; and
WHEREAS, the City Council deems the adoption of this ordinance to be in the best
interests of the health, safety, and welfare of the public.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1 . That all matters stated hereinabove are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine approves the
appropriation of$98,500.00 in the Quality of Life Fund to be transferred to the Grant Fund
for the landscape and signage master plan and construction documents for the Farm to
Market Road 2499 Green Ribbon Project - Phase IV.
Section 3. That this ordinance shall become effective from and after the date of
its passage.
Section 4. That the fact that the present ordinances and regulations of the City of
Grapevine, Texas are inadequate to properly safeguard the health, safety, morals, peace
and general welfare of the inhabitants of the City of Grapevine, Texas, creates an
emergency for the immediate preservation of the public business, property, health, safety,
and general welfare which requires that this ordinance shall take effect immediately from
and after its passage and it is accordingly so ordained.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 7th day of November, 2017.
APPROVED:
William D. Tate
Mayor
ATTEST:
Tara Brooks
City Secretary
APPROVED AS TO FORM:
John F. Boyle, Jr.
City Attorney
Ordinance No. 2017-076 2
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Exhibit A
Scope of Services
Grapevine,Texas
Phase IV—FM 2499 Landscape Improvements
TXDOT Green Ribbon Project
September 20,2017
1. Scope of Project
The project consists of the Preliminary Design and Construction Documents for landscape
improvements.The City of Grapevine is planning and developing a multi-phase project that consists of
landscape improvements and gateway signage within the TxDOT R.O.W.The areas of the improvements
include SH 26,SH 114,SH 360,FM 2499 and I-635.The primary purpose of this project is to announce
the arrival into the City of Grapevine,which is bordered by DFW Airport and six other cities.The sense
of arrival will be reinforced by the use of landscape enhancements, irrigation (Green Ribbon Funded
items)and possible unfunded items.The first three phases of the City-wide gateway initiative consisted
of landscaping, mow strips and irrigation between the Bridge over SH 26 down to Texas Trail Bridge.
The project budget for construction exclusive of fees for professional services will be$1,300,000.If the
project budget is modified during the course of the project, related professional services fees will be
adjusted proportionately.No adjustments will be made to budget or fees without prior written approval
by the Owner.
2. Topographic Survey/Base Sheet Preparation
Topographic and existing utility information (visible above ground) for the area will be provided by
Schrickel,Rollins and Associates,Inc.(SRA). Existing trees will be located and identified if the tree is
three inches(3")in caliper or greater. Spot grades of adjoining hard surfaces and median curbs will be
shown.This is for median and parkway only. Deed or boundary research will not be provided,nor will
boundary lines or right of way line ties. Right of way lines will be provided by the City. City of
Grapevine plans will be shown and identified by objects located above ground.
3. Review Existing Plans
Collect and review applicable existing plans and studies relevant to the project area to define
preliminary issues,to identify conflicting findings,and to identify supplemental data requirements.This
effort will include a review of the existing corridor master plan,roadway improvement plans by TxDOT,
and related ordinances.
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4. Data Gathering/Field Observation
The Landscape Architect will perform a detailed site inventory and photo documentation of existing
conditions, including existing infrastructure and existing development adjacent to the site. City staff
will help locate existing utilities and irrigation service within the proposed landscape area.
5. Preliminary Design
The Landscape Architect will prepare the Preliminary Design for the entire length of the project based
on the project budget.
The Landscape Architect will hold a maximum of four(4)meetings with the CITY's representative and
other designated representatives throughout the Preliminary Design development to communicate
progress and discuss pertinent issues. The Preliminary Design will be revised at the direction of the
CITY's representative. A rough opinion of probable cost will be prepared at the completion of the
Preliminary Design.
The Preliminary Design will consist of an opinion of probable cost and an overall plan view.
6. Construction Documents
Based on the approved Preliminary Design and any further adjustments in the scope and quality of the
project or in the construction budget authorized by the CITY, construction documents consisting of
drawings and specifications will set forth in detail the requirements for the construction of the project.
The Landscape Architect will advise the CITY's representative of any adjustments to previous opinions
of construction cost indicated by changes in requirements or general market conditions.
The Landscape Architect will submit documents and opinions of construction cost to the CITY's
representative at intervals of 30, 60 and 90%of completion for review.The CITY's representative will
respond with written comments advising any changes to be made. Specifications will be written to
reference TxDOT standard specifications.
The Landscape Architect will prepare a list of construction bid items and compute estimated quantities.
The opinion of probable cost of construction will be computed based on current unit prices and
estimated quantities.
The Landscape Architect will provide general notes, specifications and special provisions, which are
applicable to the project.
7. Bidding
This Landscape Architect will provide/perform the following Bidding Services.
A. The Landscape Architect will attend the Prebid conference if requested.
B. Assist CITY staff in preparing the advertisement for bids.
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C. Answer questions from Bidders and prepare addenda as necessary.
D. Assist CITY as required in opening bids.
E. Provide bid tabulations and bid analysis as required by TxDOT.
F. Evaluate the lowest bidder. Bid evaluation will include the contractor's:
1. Past work history;
2. Financial resources; and
3. Physical resources to produce the project.
G. A summary of the bid analysis will be provided to CITY for use in selection and award of the
construction contract.
H. Compensation for Bidding shall be approximately three (3%) percent of the lump sum fee
shown in Item 13 - Fees.
8. Construction Administration
The Landscape Architect will provide/perform the following Construction Administration services.Said
services to be provided after execution of a contract between CITY,TxDOT and the Contractor selected
by TxDOT. The Landscape Architect will provide information relating to review of submittals, shop
drawings, and requests for information.
A. Landscape Architect will provide/perform the following Construction Administration services:
1. A total of three (3) meetings/site visits with owner/contractor including:
a. Preconstruction Conference.
b. Field observation/construction progress shall be provided for the purpose of
ascertaining for the CITY that the work is in substantial or general conformance
with the contract documents and design intent;
i. Should nonconforming or defective work be observed, the Landscape
Architect will endeavor to immediately inform the CITY's representative that
conforming or remedial action is required.
ii. A schedule of key construction observation visits will be developed for
approval and reference by CITY.
iii. Conduct coordination meetings with contractors, TxDOT inspection
personnel, and CITY representative to discuss strategy, problem areas,
progress, and any required coordination. Prepare a summary of these
meetings and distribute them to both CITY and the contractor.
c. Placement and layout of improvements;
d. Field observation/construction progress;
2. Review submittal information for the purpose of ascertaining conformance with the
design intent and construction documents.
3. Provide written responses to requests for information or clarification.
4. Prepare and process change orders, if required.
5. Assist CITY in conducting the substantial completion and final completion observations.
6. When complete, recommend final acceptance of work.
B. Landscape Architect's status during construction:
Landscape Architect will not be responsible for Contractor's means, methods, techniques,
Grapevine—Phase IV,FM 2499 Landscape Improvements—Green Ribbon Project 3467i
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sequences, procedures or schedules of construction or the safety precautions and programs
incident hereto.Landscape Architect will not be responsible for Contractor's failure to perform
or furnish the work in accordance with the construction documents.Landscape Architect will
not be responsible for any delays in the execution of the work caused by the Contractor.
9. Optional Additional Services
The Landscape Architect will provide services not identified in this Basic Scope of Services upon
receipt of authorization from the CITY's representative. Additional Services will be provided on an
hourly rate basis with a mutually agreed"not to exceed"total.Such Additional Services may include the
following or other services:
Design Phase
A. Design of facilities beyond the original scope and/or budget identified in the description of
services.
B. Location of underground utilities, SUE.
C. Establishment of the boundary lines and Right of Way Lines.
D. Design of Signalization Systems and/or traffic studies.
E. Representation in arbitration, mediation, litigation, depositions or similar legal processes.
F. Environmental assessment or environmental impact study.
G. Permits
H. Public/ Stakeholder meetings
I. Electrical Engineering for primary power to irrigation system.
J. SWPPP
K. TxDOT Administrative Tools
1. Scope Development Tool
2. Biological Evaluation Form
3. PCR for Historical Studies
Construction Phase
A. Preparation of Change Orders as required which expand the original Scope of Services.
B. Site observation visits.
10. Exclusions
The following services are not included in the contract:
A. Geotechnical Testing and Recommendations.
B. Drainage, Hydrology and hydraulics studies.
Grapevine—Phase IV,FM 2499 Landscape Improvements—Green Ribbon Project 3467i
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C. Right-Of-Way Map
D. Parcel Information
E. Deeds and/or easements
F. Title Insurance Policies
G. Coordination with FEMA and USACE
H. Value Engineering
I. Letters of Authority
J. Bonding& Insurance
11. Reimbursable Expenses
The following items, if provided, shall be considered reimbursable or additional to this contract.
A. Permit or filing fees.
B. Printing and other reproduction costs beyond those set forth in this contract.
C. Special courier services.
D. Review and inspection fees related to Texas Department of Licensing and Regulations.
12. Services Provided by the Owner
The City will provide the following services in the performance of the project.
A. The City will manage the TXDOT Plan Development Review Checklist and Process which
includes:
1. Scope Development Tool
2. Biological Evaluation Form
3. PCR for Historical Studies
B. Provide any existing data the City has on file concerning the project, if available.
C. Provide any available as-built plans for existing facilities, if available.
D. Assist the Consultant,as necessary, in obtaining any required data and information from local
utility companies.
E. Provide Standard City Details and Specifications in digital format.
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F. Assist the Consultant by requiring appropriate utility companies to expose underground
utilities within the right-of-way or easements, when required.
G. Give prompt written notice to the Consultant whenever City observes or otherwise becomes
aware of any development that affects the scope or timing of the Consultant's services.
H. The City will secure the services of an independent laboratory for Construction Phase Testing.
I. The City will assign with a staff person who will serve as the project manager, liaison with
TXDOT,and Local Government Representative who will manage the project and coordinate
the project with TXDOT.
12. Fees
A. Basic Professional Planning and Design Services including:
(Based on a construction budget of approximately $1,550,000)
Construction Documents
30% $18,000.00
60% $18,000.00
90% $21,500.00
Final $14,000.00
Bidding $ 2,500.00
Meetings (2) Required— $ 1,500.00
Construction Administration $ 4,250.00
Reimbursable Expenses $ 250.00
Subtotal Planning and Design Services $80,000.00
Topographic Survey $ 13,500.00
Environmental Documentation for TxDOT $ 5,000.00
Scope Development Tool, Biological Evaluation
Form, and Associated Documentation
Cultural Resources Abbreviated Desktop Evaluation
Total Basic Services $ 98,500.00
The Basic Planning and Design Services fee of$80,000.00 is for the described project with a maximum
Construction Budget of approximately $1,300,000.00. The Basic Services fee shall be increased or
decreased proportionally based on the Construction Budget authorized by the City. The proposed fee
will be adjusted if the budget is increased by more than 5% or decreased by less than 5% of the
Construction Budget stated herein.
Reference Preliminary Schematic plan for limits of planting estimated.
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B. Optional Additional Services (upon request)
(2) Added meetings -hourly including prep time
(Cost not to exceed) $ 3,000.00
Electrical Engineering for primary power $ 12,500.00
(Currently project is estimated for solar power)
Total Optional Additional Services $15,500.00
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SCHEDULE OF CHARGES-2017
BILLABLE SALARY RATE&EXPENSE CHARGES
RANGE OF BILLABLE SALARY RATE
CLASSIFICATION: LOW HIGH
PRINCIPAL $151 $200
ASSOCIATE 92 168
SENIOR ENGINEER 146 178
ENGINEER III 108 141
ENGINEER II 81 108
ENGINEER-IN-TRAINING(EIT) 70 92
SENIOR LANDSCAPE ARCHITECT 118 200
LANDSCAPE ARCHITECT III 87 125
LANDSCAPE ARCHITECT II 70 98
LANDSCAPE ARCHITECTURAL INTERN 54 81
ARCHITECT 87 141
ARCHITECTURAL INTERN 54 81
DESIGNER 54 98
SURVEYOR(RPLS) 98 141
SURVEY COORDINATOR 76 113
SURVEY TECHNICIAN 65 108
ENGINEERING TECHNICIAN 65 98
PLANNING TECHNICIAN 54 81
GIS PROJECT MANAGER 90 120
GIS ANALYST 75 100
GIS TECHNICIAN 60 100
PRODUCTION COORDINATOR 76 113
CAD OPERATOR/DRAFTER III 65 98
CAD OPERATOR/DRAFTER II 54 76
CAD OPERATOR/DRAFTER I 49 65
SENIOR SECRETARY/SPECIFICATIONS COORDINATOR 49 87
SECRETARY/WORD PROCESSOR 38 70
CLERK 35 49
The ranges and individual salaries are adjusted annually.
OTHER SERVICES:
SURVEY FIELD PARTY $135 $175
PRINTING&PLOTTING SERVICES:
In-house printing and plotting services will be charged at the market rate for commercial printing plus 10%. In-house capability
includes color plots and a variety of media,including bond,vellum and mylar.In-house Xerox copies provided at$0.06 per
single side copy or$0.12 per double side copy.Color copies provided for$0.60(8'/:x11)and$1.00(11x17)per single sheet
OTHER DIRECT EXPENSES:
Other direct expenses are reimbursed at actual cost times a multiplier of 1.10. They include outside printing and reproductions
expense,communication expense,travel,transportation and subsistence away from Arlington and other miscellaneous expenses
directly related to the work,including costs of laboratory analysis,tests,and other work required to be done by independent
persons other than staff members.
Grapevine—Phase IV,FM 2499 Landscape Improvements—Green Ribbon Project 3467i
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