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HomeMy WebLinkAboutItem 01 - Lake Parks FacilitiesITEM 0 MEMO TO: HONORABLE MAYOR AND MEMBER OT JTHE CITY COUNCIL FROM: ROGER NELSON, CITY MANAGER MEETING DATE: NOVEMBER 2, 2004 SUBJECT: CONSIDER AWARD OF A PROFESSIONAL SERVICES CONTRACT FOR LAKE PARKS FACILITIES TO CARTER & BURGESS RECOMMENDATION: The Parks & Recreation Advisory Board and staff recommend the City Council consider approval of a professional services contract with Carter & Burgess for the development of the business plan and for the design of improvements outlined in the Five -Year Development Plan for Corps of Engineers leased property at Lake Grapevine. The amount of the contract is $110,020. The contract is attached for Council review. Business Plan Operations and Financial Review $2,250 Market & Pricing Analysis $5,000 Business Plan $7,250 Sub -total $14,500 13% Construction Document Packaae Data Gathering & Analysis $5,880 Schematic Design $21,100 Design Development $26,265 Construction Documents $33,920 Bid Phase Services $5,855 Reimbursable Expenses $2,500 Sub -total $95,510 87% TOTALS $110,020 100% FUNDING SOURCE: Funds for professional services provided by Carter & Burgess will come from Certificate of Obligation Bonds. October 26, 2004 (2:18PM) BACKGROUND: The Grapevine City Council approved 25 -year leases with the Corps of Engineers for approximately 770 acres of parkland at Lake Grapevine at the September 21, 2004 Council meeting. At the same meeting, the City Council also approved resolutions approving the Five-year Development Plan and Guiding Principles for the management of the improvements outlined in the Five -Year Development Plan. Carter & Burgess was under contract with the City of Grapevine for the revenue - generating feasibility study relating to the Corps of Engineers property and is currently under contract to prepare a concept plan of the Silver Lake Campground. Included in the concept plan are 13 new RV camping sites, five sites for cabins, 10 courtesy docks, restroom/shower facilities and a small pavilion. All improvements were in the five-year development plan approved by the City Council. Included in the professional services contract with Carter & Burgess is the development of a business plan including a review of the current operations and maintenance and financial review of revenues and expenses. The business plan will also include a market and pricing analysis and a survey of camper needs, concerns and development potential. The business plan will also include pricing strategies. The construction document package in the professional services contract will include the schematic design and preparation of construction documents of two restroom/shower facilities at the campground and one at Meadowmere Park and a restroom at Katie's Woods. The construction document package will also include civil work for the roads, camping pads and buildings and the plumbing and electrical work for the camping sites. City Attorney John Boyle reviewed the proposed contract with Carter & Burgess. The Parks & Recreation Advisory Board approved the contract with Carter & Burgess at the October 18, 2004 meeting and recommends approval of the contract. M October 26, 2004 (2:18PM) PROPOSAL FOR PROFESSIONAL SERVICES FOR DEVELOPMENT OF A BUSINESS PLAN AND CONSTRUCTION DOCUMENTS FOR LAKE PARKS AT LAKE GRAPEVINE CITY OF GRAPEVINE, TEXAS October 14, 2004 1. PROJECT DESCRIPTION Carter & Burgess, Inc. (C&B) along with Pros Consulting, LLC, Schmidt & Stacy and Gaylen Howard Laing Architect (GHLA) will provide professional services to the City of Grapevine (City) for the development of a Business Plan and for the Design and Construction Documents for the proposed redevelopment of the Silver Lake Park and Campground at Lake Grapevine. This Scope of Services has developed from detail discussions over the Preliminary Master Pian and meetings with City Staff. The proposed Business Plan will analyze the future operational and financial function, provide a market and pricing analysis and yield a Business Plan for the Silver Lake Campground. The Construction Document package will be prepared for the amenities proposed in the Concept Plan, and will include additional facilities for Katie's Woods and Meadowmere Park. The elements to be included in the design and preparation of the construction documents at Silver Lake are: modification to the existing park road, relocation of some existing RV camp sites, addition of 13 RV camp sites, a new picnic pavilion, a new eastside restroom/laundry facility, and a new Westside restroom facility, improved electric service and necessary modifications to the sanitary sewer system. Katie's Woods will include a new restroom facility and Meadowmere Park will include a new restroom facility, dump station and necessary modifications to the sanitary sewer system including a new lift station. The Carter & Burgess team will prepare these plans for full implementation into the Campgrounds. 11. SCOPE OF SERVICES BUSINESS PLAN A. Operations and Financial Review The Carter & Burgess team will perform a summary review of the current operations and financial situation based on research and data provided by the City of Grapevine (no new data will be developed for this phase of 022078030.P01 Professional Services for Lake Parks, Lake Grapevine October 14, 2004 Grapevine, Texas Page 1 of 10 C. 022078030.P01 work). The team will then prepare an executive summary of the findings with comments on the following areas: • Evaluation of campground operations and maintenance • Financial review including revenues and expenses • Management review of personnel, operation policies and staffing rules • Review current capacity levels • General analysis of the capacity of existing utility services (electrical, sewer, water) Market and Pricing Analysis The Carter & Burgess team will evaluate the local and regional camping market, including: size of market, competitors, pricing strategies, target market and promotional packages. The team will also document trends in the camping industry. In addition, a written survey will be prepared by the C -B team for the City to use in evaluating campers needs, concerns and development potential. This survey will be conducted by mailer to the previous years campground users and by handout to campground users currently using the facility. The survey will distributed and return information compiled by City Staff for use by the C -B team. Specific outcomes will include: • Assessment of user market size and segmentation • Documentation of trends in design and operational requirements • Identification of market position • Development of pricing strategies • Review of current marketing strategies and results Upon completion of the Market and Pricing Analysis, the Team will conduct a Market Analysis Workshop with City Representatives to gain consensus and advance the project to the Business Plan Development Task. The team will prepare a cost analysis for the proposed infrastructure and development improvements necessary to implement the proposed master plan elements. Business Plan The Carter & Burgess team will develop a Business Plan with all components from Tasks A and B. This will include short-term and long- term development and implementation strategies to incorporate prioritized Professional Services for Lake Parks, Lake Grapevine October 14, 2004 Grapevine, Texas Page 2 of 10 recommendations and performance measures. The components will consist of the following: • Development Plan: The team will prepare a summary assessment of the current proposed facility expansion. The development plan will also include an operational plan to coincide with the current proposed master plan development. • Operational Budget: The Operational Budget will be prepared for activities included within the development plan and based on financial data provided by the City. • Pro -Forma Development: A five-year pro -forma (financial plan) will be developed that will focus on potential revenues, expenses and debt service based on development and operational assumptions. • Preliminary Report: The Preliminary Report will be presented to City representatives to gain input and consensus for the Final Report. • Final Report and Presentation: The team will prepare the final report and make a presentation to City representatives. Task A Deliverables: • (5) -printed copies 8.5x11 of the final report; (1) -digital copy of the final report on a compact disc CONSTRUCTION DOCUMENT PACKAGE A. Data Gathering & Analysis 1. Kick-off meeting: C&B team will hold a kick-off meeting to coordinate the design team and the client. The attendees will receive a detailed overview of the project's scope, schedule, and fee, as well as discuss the process to achieve the goals of the City of Grapevine for this project. 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 be limited to: Boundary survey for the park sites; topographic surveys with detail reference information and 1 -foot contours; geotechnical reports for park sites; construction plans of existing facilities; rights- of-way; and utility maps. The City shall provide digital files of the referenced information as available for the C&B team to use in creating the base files. 3. Site Investigation & Analysis: Consultant and City representatives will conduct a site visit to observe existing conditions. These 022078030.P01 Professional Services for Lake Parks, Lake Grapevine October 14, 2004 Grapevine, Texas Page 3 of 10 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. 4. Client Meeting to review information gathered during the Site Investigation & Analysis. Task A Deliverables: • Verification of the Program Elements to be incorporated into Schematic Design B. Schematic Design (30% Construction Documents) 1. Schematic Design: Upon verification of the project program, the consultant team will prepare Schematic Design plans of the site improvements, utilities and proposed structures. Proposed Improvements include: Silver Lake Campground • Grading issues of park site related to new construction activities • Upgrade 30 amp electrical service at all RV camp sites to 50 amp service • Verification of adequate sizing of existing water and sanitary sewer services (to handle proposed loads) • Upgrade water to all sites and provide sanitary sewer service to RV pad sites that can gravity feed into the existing sanitary sewer system • Adjustments to the internal park road to accommodate Conceptual Master Plan layout • (13) -proposed RV pad sites (60'x15' min) • (18)-relocated/modified RV pad sites including Host sites (60'x15' min w/ 12' vertical clearance min and (4) -permanent covers for Host sites) • (5) -Rental cabin sites (provide water, sanitary sewer and 100 amp electrical service to each) with sidewalk access to each • (1) -Large shade pavilion site (dimensions to be determined, provide concrete slab with footings for structure, water and 50 amp electric service) located on the end of the west peninsula • Provide (6) -RV site hook-ups (water & 50 amp electric) to the large shade pavilion parking area • (7) -primitive campground sites within boundary of proposed primitive camping area (incl. covered picnic tables w/ metal roof, fire ring and lantern post, tent sites to be 15'x15' grassed tent pad) 022078030.P01 Professional Services for Lake Parks, Lake Grapevine October 14, 2004 Grapevine, Texas Page 4 of 10 (l)-Restroom/Shower Facility at Silver Lake Campground west side (incl. men's: 2 -urinals & 2 -toilets with 2 -sinks and 2 - showers; women's: 4 -toilets with 2 -sinks and 2 -showers) (l)-Restroom/Shower/Laundry Facility at Silver Lake Campground east side (incl. men's: 2 -urinals & 2 -toilets with 2 - sinks and 2 -showers; women's: 4 -toilets with 2 -sinks and 2 - showers; Laundry: 3 -washers & 3 -driers plus room for folding table and vending machine) Katie's Wood Park • (l) -Restroom Facility at Katie's Wood Park (incl. men's: 1 -urinal & 1 -toilet with 2 -sinks; women's: 2 -toilets with 2 -sinks) Meadowmere Park • (l)-Restroom/Shower Facility at Meadowmere Park (incl. men's: 2 -urinals & 2 -toilets with 2 -sinks and 2 -showers; women's: 4 - toilets with 2 -sinks and 2 -showers) • Provide new dump station at Meadowmere Park and install a new lift station for sanitary sewer services 2. Draft Specifications: Team will provide a draft set of Specifications based on the schematic design of elements listed above and incorporating City of Grapevine standard specifications as appropriate and applicable. Cost Estimate: During development of the Schematic Design the team will prepare a detailed cost estimate to cover all anticipated costs associated with construction of the above stated program elements and based on the assumptions listed in Item 111. 4. Client Meeting: Conduct a client meeting to present and review Schematic Design plans and cost estimate. Task B deliverables: • Schematic Design of program elements (Site work, site utilities and architectural design) • Estimate of anticipated construction costs • 3 -half -sized sets of plans for departmental review C. Design Development (60% Construction Documents) Upon receipt of the City review comments, the Consultant will: 022078030.P01 Professional Services for Lake Parks, Lake Grapevine October 14, 2004 Grapevine, Texas Page 5 of 10 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 a 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 • 3 -half -sized copies of plans and specifications for review D. Construction Documents (Final Submittals) The C&B 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. Bid Items Sheet 4. Boundary and Topographic Survey 5. Stormwater Pollution Prevention Plan (SWPPP) 6. Tree Protection and Mitigation Plan 7. Site Layout Plans 8. Site Grading Plans 9. Site Utility (MEP) Plans 10. Site Construction Details 11. Architectural Plans 12. Specifications Task D Deliverables: 022078030.P01 Professional Services for Lake Parks, Lake Grapevine October 14, 2004 Grapevine, Texas Page 6of10 • Three (3) full-size sets of Construction Documents (b/w copies on bond) • Three (3) complete sets of Project Manual • One (1) half-size set of the Construction Documents for reference and review purposes (b/w copies on bond) • Final Cost Estimate with reference resources provided • 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. E. Bid Phase Services C&B 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. It is anticipated that one bid will occur within several months of final construction document completion. These services will include: 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 contract 111111. FEE COMPENSATION The fee for performing the services set forth herein will be as follows: I. Business Plan $ (14,500.00) A. Operations and Financial Review $ 2,250,00 B. Market and Pricing Analysis $ 5,000.00 C. Business Plan $ 7,250.00 II. Construction Document Package $ (93,020.00) A. Data Gathering & Analysis $ 5,880.00 B. Schematic Design $ 21,100.00 C. Design Development $ 26,265.00 D. Construction Documents (Final Submittals) $ 33,920.00 022078030,P01 Professional Services for Lake Parks, Lake Grapevine October 14, 2004 Grapevine, Texas Page 7 of 10 E. Bid Phase Services $ 5,855.00 Total Basic Services $ (107,520.00) Reimbursable Expenses (Not to Exceed) $ (2,500.00) (Reimbursable expenses will be additional to the basic services cost. These expenses include, but may not be limited to; computer plotting, photography, aerial maps, travel/mileage, faxes, copying, meals, couriers, postage and deliveries) TOTAL PROJECT FEE $ (110,020.00) IV. ASSUMPTIONS & EXCLUSIONS A. The City has designated a design and construction budget for this package of park improvements and the business plan described above. Should the approved construction budget increase or decrease, or the City should require alternate bid items be included in the construction document package, C&B and the 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, and as requested to complete the above stated Business Plan. C. The City will provide cabins, pavilion structure and floating docks for the improvements at Silver Lake 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 C&B 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 C&B, 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. 022078030.P01 Professional Services for Lake Parks, Lake Grapevine October 14, 2004 Grapevine, Texas Page 8 of 10 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, C&B will seek approval from the City for these services and provide them in accordance with the included hourly rate schedule. I. C&B 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 NAD83, State Plan, North Texas zone. K. Additional subconsultant or specialists, added to the team, will be authorized by the City prior to performing any professional services. Compensation for any such services shall include a 15% mark-up for Carter & Burgess administration and project management functions. L. All design improvements shall be located within existing property owned or leased by the City of Grapevine. 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"x36" standard sheet size. Carter & Burgess Hourly Rate Schedule 022078030.P01 Professional Services for Lake Parks, Lake Grapevine October 14, 2004 Grapevine, Texas Page 9 of 10 4`' Labor Category Hourly Rate (incl profit & o/h) Project Manager $120.00 to $135.00 Project Director $175.00. to $195.00 Senior Design Advisor $150.00 to $165.00 Senior Architect $110.00 to $125.00 Architect $90.00 to $100.00 Architectural Drafter $75.00 to $85.00 Structural Engineer $155.00 to 170.00 Civil Engineer $165.00 to $185.00 LEED Specialist $110.00 to $125.00 Environmental Specialist $165.00 to $185.00 Graphic Designer $100.00 to $110.00 Park Planner $90.00 to $100.00 Grant Specialist $90.00 to $100.00 Trails Specialist $115.00 to $125.00 Landscape Architect $100.00 to $120.00 Landscape Designer $65.00 to $80.00 Hydrologist $110.00 to $120.00 Watershed Specialist $130.00 to $145.00 Surveyor $155.00 to $170.00 G.I.S. Specialist $75.00 to $90.00 CADD Drafter $55.00 to $70.00 Administrative $60.00 to $75.00 022078030.P01 Professional Services for Lake Parks, Lake Grapevine October 14, 2004 Grapevine, Texas Page 10 of 10