HomeMy WebLinkAboutItem 05 - Meadowmere Park Master PlanMEMO 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 -