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HomeMy WebLinkAboutItem 09 - Green Ribbon Project Phase VMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: OCTOBER 16, 2018 SUBJECT: LANDSCAPE ARCHITECTURE SERVICES CONTACT RECOMMENDATION: City Council to approve a landscape architecture contract to Schrickel Rollins/Parkhill Smith and Cooper for the landscape and construction documents for State Highways 360/121 Green Ribbon Project Phase V, and an ordinance appropriating funds and take any necessary action. FUNDING SOURCE: Upon approval of the attached appropriation ordinance, funds will be available in the Grant Fund in an amount not to exceed $98,500. BACKGROUND: Several areas throughout the DFW Connector corridor were not included in Texas Department of Transportation's (TxDOT) 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, Schrickel Rollins and Associates (dba: Shrickel Rollins/Parkhill Smith & Cooper) has designed Phases I through IV. Recently, Phase III was completed along State Highway 114, with limits from Ira E. Woods Avenue to William D. Tate Avenue. Staff has received positive comments from citizens, visitors, and merchants regarding these landscape improvements along the State Highway 114 corridor. Phase IV construction along FM 2499 will begin in November 2018. The landscape architecture services contract is for Phase V includes the merger of State Highway 360 and State Highway 121 including a section of Stone Myers Parkway. See attached proposal. Staff recommends approval. Llql1 SCH RICKEL 255 N, center St, Suite 200FIAROLLINS Am KIW- Arlington, Texas 76011 PARKHILLSMITH&COOPER 817.649.3216 October 2, 2018 EXHIBIT A Scope of Services Grapevine, Texas Phase V — Hwy. 360/Hwy. 121 Landscape Improvements TXDOT Green Ribbon Project 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 1-535. 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 four phases of the City-wide gateway initiative consisted of landscaping, mow strips and irrigation along SH 114, between the Bridge over SH 26 down to Texas Trail Bridge and along FM 2499. The scope of work (basic services) consists of landscape planting design, irrigation layout and electrical service for the irrigation system, per TxDOT format. The project budget for construction exclusive of fees for professional services will be approximately $1,000,000. 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 Su rvey/Base Sheet Preparation Topographic and existing utility information (visible above ground) for the area will be provided by Schrickel, Rollins/PSC (Consultant). 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. 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 this phase of the project based on the project budget. X:1PENDING PROJECT NUMBERID 1 _SRA1TxDOT Green Ribbon - Ph V1Architectural Letter Agreement - TxDOT Green Ribbon - Phase V (Hwy360-Hwy121).docm Abilene Albuquerque Amarillo Arlington Austin EI Paso Frisco Las Cruces Lubbock Midland team-psc.com Page 2 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. 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. O. 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 Page 3 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. 5. 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, 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 1. SW PPP J. TxDOT Administrative Tools 1. Scope Development Tool 2. Biological Evaluation Form 3. PCR for Historical Studies Page 4 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. C. Right -Of -Way Map D. Parcel Information E. Deeds and/or easements F. Title Insurance Policies G. Coordination with FEMA and USAGE H. Value Engineering 1. 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. Page 5 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. 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. 13. Fees A. Basic Professional Planning and Design Services including: Based on a construction budget of approximately $1,000,000) Construction Documents 30% 14,000-00 60% 18,000-00 90% 21,500.00 Final 14,000.00 Bidding 21500.00 Meetings (2) Required — 1,500.00 Construction Administration 4,250.00 Reimbursable Expenses 250.00 Subtotal Planning and Design Services $75,000.00 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 Electrical Service for Primary Power $ 4,000.00 Total Basic Services $ 98,500.00 The Basic Planning and Design Services fee of $76,000.00 is for the described project with a maximum Construction Budget of approximately $1,000,000.00. 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. B. optional Additional Services (upon request) 2) Added meetings - hourly including prep time Cost not to exceed) Total optional Additional Services Sincerely, SCHRICKEL RGLLINSIPSC (AIE) By Victor W. Baxter, RLA Sector Director IN DUPLICATE Enclosures 3,000.00 3,000.00 CITY OF GRAPEVINE (OWNER) Accepted By: Title: Date: Page d The Texas Board of Architectural Examiners, P. G. Box 12337, Austin, Texas 78711-2337 or 333 Guadalupe, Suite 2-350, A ustin, Texas 78 701-3942, (512) 345-9004, www. tbae. state. tx. us has jurisdiction o ver complaints regarding the professional practices of persons registered as landscape architects in Texas. ORDINANCE NO. 2018-078 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS AUTHORIZING THE APPROPRIATION OF $98,500 FROM THE QUALITY OF LIFE FUND AND TRANSFER TO THE GRANT FUND AND APPROPRIATE IN THE GRANT FUND FOR LANDSCAPE ARCHITECTURE SERVICES FOR THE STATE HIGHWAYS 360/121 GREEN RIBBON PROJECT - PHASE V; 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 at the merger of State Highways 360/121 including a section of Stone Myers Parkway in the City of Grapevine; and WHEREAS, the landscape architecture firm of Schrickel Rollins and Associates, Inc. (dba: Schrickel Rollins/Parkhill Smith & Cooper) has designed Phases I thru IV 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 $98,500.00 in the Quality of Life Fund to be transferred to the Grant Fund and appropriated in the Grant Fund for the landscape and signage master plan and construction documents for the State Highways 360/121 Green Ribbon Project - Phase V. Section 3. The fact that the present ordinances and regulations of the City of Grapevine, Texas are inadequate to properly safeguard the health, safety, morals, peace and general welfare of the public creates an emergency which requires that this ordinance become effective from and after the date of its passage, and it is accordingly so ordained. Section 4. That this ordinance shall become effective from and after the date of its passage. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 16th day of October, 2018. APPROVED: William D. Tate Mayor ATTEST: Tara Brooks City Secretary APPROVED AS TO FORM: City Attorney Ordinance No. 2018-078 2 q ,A I'-a Li FDO )'R MOUND FARM f ROAD r r . GRAPEVINE LAKE k {' GRAPEVINE MILLS BLVD. a Oi PHASE - IV 06 c•. r+• rt - .- . , _SII. 4?'w• I-' a""''' I ._- yds rte` ..... f A + 1l yk'i' Y`'i' t•+"d.__Y,, ,;>.! -;: Y,T• 3 .` r .:.•BASS PRO-DR.— r 635- A a. NORTHWEST NV Y. f r HISTORIC PHASE r: f URBAN 6•- fiWlYn 1 uter{SE ASE:RESORT/LAKES Stlr. I s tY , PHA E V Alt PHASE-II PHASE-III PHASE IV q i° i X31 . t l_ sern.• 1 f... r HALL-JOHNSON R F:rkj0w u1vy+1 II iykfrTr4dl C©LLEYVIiLLE GLADL RD. rc ELILESS GRAPEVINE GATEWAYS & E x A s- LANDSCAPE ENHANCEMENTS S(ii: Rollins and Associates,Inc. r APRIL 2018 c Eau Ll tl e L L L 4 - 4,11 A J v y J c. 1 i lt' H 1'I Jils- L L L L L: W .". L r f. r. A CITY OF GRAPEVINE y GREEN RIBBON PROTECT L L. L t 1 r i/ fill do L do 4 rr • L:LLLL• X3:1 t dU a.t u.•a T A S i ttt tllt pl• E E i LUP WOO$ IIC E IEEIt Ustun a; tzt LIQ Z I ;i;x: .• `.`- --- f N ` is90 L0 U- b HIGHWAY 12 HWY 121 1360Nat @ STONE MEYER PKWY LANDSCAPE ENHANCEMENTST O WOO s PHASE -5 SCHEMATIC PLAN t, Texas Department of Transportation f zoos U sclr cel,Rows and Associates,k,c. LEGEND: D1"` 8V L0 Adff gto%Teems 76006 Fax UV.6497645 N SHRUB/ORNAMENTAL AREAS DRAWN: SCALE: 1"=150' GO CHECKED: SRA JOB NO: 35911 Q- BUFFALO GRASS FED RD FEDERAL AND PROJECT N0.DIV. NoiNORTH6NHXXXXIXXXI WILDFLOWER AREA STATE: DIST COUNTY HIGHWAY NO. 0 50 100 200 300 E TEXAS FTW TARRANT HWY 121/360 0 a GRAPHIC SCALE IN FEET CONTROL SECTION JOB SHEET NO. LL I XXXX XX XXX 1