HomeMy WebLinkAboutItem 12 - Vineyards Campground MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER V(L,
MEETING DATE: OCTOBER 20, 2009
SUBJECT: CONSIDER AWARD OF AN ENGINEERING DESIGN
SERVICES CONTRACT FOR THE VINEYARDS CAMPGROUND
TO JACOBS ENGINEERING GROUP
RECOMMENDATION:
City Council to consider approval of an engineering services contract with Jacobs
Engineering Group for the design of improvements to The Vineyards Campground &
Cabins. The amount of the contract is $115,500. The contract is attached for Council
review.
FUNDING SOURCE:
Funding will be available through the 2009 CO Bond Sales
Fee Compensation Amount Percent
• Data Gathering & Analysis $ 8,200 7%
• Design (30%) $ 32,000 28%
• Design (60%) $ 38,300 33%
• Construction Documents $ 32,000 28%
• Bid Phase Services $ 5,000 4%
TOTAL $ 115,500 100%
BACKGROUND:
• In 1969, the City executed leases Corp parkland for bailfields
• From 1969 until 2002, the City leased a total of 430 acres of Corps parkland
including Horseshoe Trails Park and more acres at Oak Grove Park and
Meadowmere Park
• In 2002, the Council approved a temporary lease of 770 acres of Corps parkland
• In September of 2004, the Council approves 25 year leases for 3 Corps parks
totaling 770 acres
October 15,2009(3:24PM)
• In March of 2009, the Council approved a 20 year lease for 88 additional acres at
Rockledge Park
Staff has worked hard over the past 7 years to make the 858 acres of lake parks be self
supporting as per the direction from Council. The Vineyards Campground has been an
important element of that effort. Thanks to the Council's foresight in approving previous
bonds for improvements at the Vineyards Campground it is one of the best
campgrounds of its size in Texas achieving a GuestReview Grade "A" rating and
receiving the Medium Sized Campground of the Year award for Texas.
Staff is presenting a proposal to improve upon the amenities at The Vineyards
Campground to further support the 858 acres of lake park property. A meeting with the
U.S. Army Corps of Engineers was met with initial approval and was followed up with a
formal letter of request for the proposed modifications.
In closing, it is important that additional sources of revenue be researched to support not
only the maintenance of the 858 acres of parkland at Lake Grapevine but also
improvements to the facilities. There is a great opportunity to increase revenue at The
Vineyards Campground with additional cabins, additional sites, and connecting all RV
sites on the city sanitary sewer system. A more detailed list of proposed design features
is attached.
JDM
October 15,2009(3:24PM)
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PROPOSAL FOR PROFESSIONAL SERVICES
FOR
DEVELOPMENT OF CONSTRUCTION DOCUMENTS
FOR THE VINEYARDS CAMPGROUND
CITY OF GRAPEVINE,TEXAS
October 20, 2009
PROJECT DESCRIPTION
Jacobs Engineering Group Inc. (JEG) along with Gaylen Howard Laing Architect(GHLA)
will provide professional services to the City of Grapevine (City) for development of
Construction Documents for the proposed expansion of the Vineyards Campground at
Lake Grapevine. This Scope of Services has developed from detail discussions about
increasing the number of RV sites, RV/boat sites and cabins on the Campgrounds. In
2005 JEG prepared Construction Documents for the first phase of these facilities.
The Construction Document package will be prepared for additional facilities and
infrastructure for the Campgrounds. The elements to be included in the design and
preparation of the Construction Documents at the Vineyards are: modifications to the
existing gate house;supplying water, sanitary sewer, and electric service to twenty-three
(23) RV camp sites, a campstore and seven (7) cabins; and necessary grade
modifications to existing asphalt. The JEG Team will prepare these plans for full
implementation into the Campgrounds.
II. SCOPE OF SERVICES
A. Construction Document Package
1. Kick-off Meeting: JEG will hold a kick-off meeting to coordinate the
design team and the client. The attendees will discuss design
schedule, as well any coordination between JEG and the client during
the design phase.
2. Base Data Collection and Formatting: The City shall provide all
available and pertinent information required to establish a base map for
this project. The information shall include, but not to be limited to:
Boundary survey for the park sites; topographic surveys with detail
reference information and 1-foot contours; geotechnical reports for RV
sites; construction plans of existing facilities; rights-of-way; and utility
maps. Additional information of proposed gate house expansion plans
shall be provided, if available. The City shall provide digital files of the
referenced information as available for the JEG Team to use in creating
base files.
3. Site Investigation &Analysis: JEG and City representatives will conduct
a site visit to observe existing conditions. These conditions will be
documented through a series of digital photographs, plan notations and
written notes that will further define design issues relating to the project
program.
Professional Services for the Vineyards Campground,Lake Grapevine
City of Grapevine,Texas
B. Design
1. Schematic Design: The JEG Team will prepare design plans for the site
improvements, utilities and proposed structures. Proposed
improvements include:
• Verification of adequate sizing of existing water and sanitary
sewer services within the Vineyards to handle proposed loads
• Identifying the existing sites slated for demolition (5 total), and
providing new pad footprints with associated grading
• Provide water, sanitary sewer, and 50 amp electrical service to
twenty-three (23) new RV campsites and seven (7) new cabin
sites and Campstore
• Verification of adequate sizing of existing lift stations (3) and
manholes within the Vineyards to handle proposed sewer loads
• Identify which proposed and existing sites will require pumping
(lift station) via a grinder pump system (110V) to convey sewer
flow to existing manhole(s) through a low pressure system
(force main)
• Verification of adequate sizing of electrical service to handle
proposed loads
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• Expansion of existing gate house to include new restroom, staff
space and storage
• Provide grading and elevations required for pad footprints of the
new RV campsites and cabin sites
• Provide improvements to existing RV pads to raise to
appropriate grade
2. Draft Specification:Team will provide a draft set of Specifications based
on the schematic design of elements listed above and incorporating the
City standard specifications as appropriate and applicable.
3. Cost Estimate: During development of the schematic design, the Team
will prepare a detailed cost estimate to cover anticipated costs
associated with construction of the above stated program elements and
based on the assumptions listed in Item IV.
4. Client Meeting: Conduct one (1) client meeting to present and review
schematic design plans and cost estimate.
Task B Deliverables:
• Estimate of probable construction costs
• Three (3)full-sized sets of plans for departmental review
(22"x 34"or 24"x 36") Provide in JPEG and PDF format
C. Design (60%Construction Documents)
Professional Services for the Vineyards Campground,Lake Grapevine
City of Grapevine,Texas
Upon receipt of the City and Corps of Engineer review comments,the JEG will:
1. Plan Revisions: Revise the design of the program elements listed
above, incorporating departmental review comments and Client
feedback.
2. Revise Specifications.
3. Cost Estimate: Update the cost estimate to reflect changes identified by
the review comments. Identify elements that need to be listed as
additional alternatives for the Construction Documents.
4. Client Meeting: Conduct one (1) Client meeting / review session for
approval of the plan revisions, project specifications and the cost
estimate.
Task C Deliverables:
• Plan set reflecting departmental review comments and design
development
• Printed copy of specifications revised per review comments
• Updated cost estimate
• Three (3)full-sized copies of plans and specifications for review
(22"x 34"or 24"x 36")
D. Construction Documents (Final Submittals)
The JEG Team will produce Construction Documents for the public bid and
construction of the approved program elements. This package will include the
documents listed below and the improvements included will be based on the
sum of the City's approved construction budget.
Items included in the Construction Document package:
1. Cover Sheet
2. Index of Drawings and General Notes
3. Water, Sewer, and Electrical Plans and Profiles
4. Erosion Control Plan
5. Tree Protection and Mitigation Plan
6. Site Pad Improvements
7. Site Construction Details
8. Architectural Plans (Gate House)
9. Technical Specifications
10. Storm Water Pollution Prevention Plan (SWPPP)
Task D Deliverables
Professional Services for the Vineyards Campground,Lake Grapevine
City of Grapevine,Texas
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• Three (3)full-size sets of Construction Documents
• Three (3) complete sets of Project Manual (Contract Docs, Bid Forms,
etc). Also in an electronic format.
• One (1) 11 x 17 set of the Construction Documents for reference and
review purposes
• Final Cost Estimate
• Submittal of the Construction Document package to TDLR for TAS
review and incorporation of their comments into the construction
documents
• One (1)full-size set of reproducible mylars and one (1) digital copy of all
documents'on compact disc
• JEG will provide a Storm Water Pollution Prevention Plan (SWPPP) for
the disturbed acreage.
E.. Bid Phase Services
JEG will assist the City in general preparation of the project for public bid and
give analysis of the bids to City staff to help in the selection of the general
contractor. The City of Grapevine will act as the General Contract over this
project and shall have these services separated into biddable trade packages.
The packages shall include:
• Civil Package (water, sewer,demolition, and grading package)
• Electrical Package
JEG's participation in the bidding process will include: Auk
1. Attendance at one Pre-Bid conference
2. Provide responses and clarification, and required addenda to address
Bidder's questions prior and during the bid phase
3. Assist City Staff in review and comparative analysis of qualified bids
4. Prepare recommendation letter for award of contracts
III. FEE COMPENSATION
The fee for performing the services set forth herein will be as follows:
A. Construction Document Package
1. Data Gathering &Analysis $8,200
2. Design (30%) $32,000
3. Design (60%) $38,300
4. Construction Documents(Final Submittals) $32,000
5. Bid Phase Services $5,000
Total Basic Services $115,500
Professional Services for the Vineyards Campground,Lake Grapevine
City of Grapevine,Texas
IV. ASSUMPTIONS& EXCLUSIONS
A. The City has designated a design and construction budget for this package of
park improvements described above. Should the City add or remove items to
the scope of services, or the City should require alternate bid items be included
the construction document package, JEG and City Staff will re-evaluate this
scope of work and determine the basis of compensation in accordance with
revisions to the design services.
B. The City will provide all base financial information relating to the Campgrounds
as expeditiously as possible.
C. The City will provide cabins, campstore, and floating docks for the
improvements at The Vineyards Campground.
D. The City will provide, as expeditiously as possible, all existing data and base
information, including current topographic surveys and geotechnical information.
All information provided by the City is assumed to be accurate and complete,
unless otherwise indicated by the City. Any information required to complete this
scope of work with the exception of information required by JEG to provide
construction documents and part of the scope of work that cannot be readily
provided by the City will remain the responsibility of the City. All such
information shall be provided to JEG, and the City will cover any costs
associated with acquiring the appropriate information.
E. This scope of services does not include any environmental engineering services
for preparing an Environmental Assessment (EA), Environmental Impact
Statement(EIS), or Cultural Resource Survey.
F. This scope of services does not include any water regulatory permitting with the
U.S. Army Corps of Engineers, FEMA,TCEQ,or other water agencies.
G. This scope of services does not include consultant provided geotechnical or
physical surveying services. Pavement design and structures shall be prepared
based on City provided geotechnical information.
H. This scope of services does not include work relating to the adjustment or
relocation of utilities, repairs of street paving, culvert extensions or roadway
lighting. If any of these stated services become necessary through the
development of this project, JEG will seek approval from the City for these
services and provide them as needed.
JEG will attend the meetings and/or presentations as described within this
scope of services. Additional meetings, workshops, or presentations requested
by the City will be considered as additional services as authorized by the City.
J. Final deliverables for this scope of services will be provided in digital and hard
copy format, color and/or black and white. Drawings will be provided in
AutoCAD, DWF, and PDF format. All plan data will conform to City provided
surveyed coordinate information.
K. Additional subconsultant or specialists, added to the Team, will be authorized by
the City prior to performing any professional services
Professional Services for the Vineyards Campground,Lake Grapevine
City of Grapevine,Texas
L. All design improvements shall be located within existing property owned or
leased by the City. Performance of additional deed, title and property research
or survey for un-platted right of ways boundaries and/or easement areas is not
included in this scope of work.
M. All grading will be done to meet the standards set forth by AASHTO and the
requirements set forth by the Texas Accessibility Standards. Final construction
document package will be submitted to TDLR for TAS review prior to award of
contract for construction services.
N. All plans will be provided in AutoCAD and formatted to fit on a 24" x 36"
standard sheet size.
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Professional Services for the Vineyards Campground,Lake Grapevine
City of Grapevine,Texas