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HomeMy WebLinkAboutItem 10 - Landscape Design Services - DFW Connector CorridorMErTY0 • : HONORABLE MAYOR AND OF • FROM: • RUMBELOW, CITY MANAGER MEETING DATE: DECEMBER 17, 2013 SUBJECT: CONSIDER AWARD OF A LANDSCAPE ARCHITECTURE CONTRACT TO SHRICKEL, ROLLINS AND ASSOCIATES, INC. FOR DESIGN SERVICES FOR THE DFW CONNECTOR CORRIDOR RECOMMENDATION: City Council to consider awarding a Landscape Architecture contract to Shrickel, Rollins and Associates, Inc. in the amount of $219,400 plus 10% contingencies for the landscape and signage master plan and preparation of construction documents for phase 1 of the DFW Connector corridor. A copy of the contract is attached for review. FUNDING SOURCE: Funding for the design is currently available in account 121 - 48850 - 312 -14- 000046 (Quality of Life) and account 174 -74015 -052. 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 appearance of Grapevine. The consultant presented concept plans to Council at the December 3 meeting. The Council asked that public input be included in the scope of the contract with the consultant. The City has $580,000 allocated for DFW Connector Landscape enhancements. Of this amount, $380,000 was awarded in two separate grants through the Governor's Community Achievement Award and $200,000 is budgeted in the FY 2014 Quality of Life Fund. Requests for Proposals were sent to five consulting firms for the development of landscape and signage plans for the DFW Connector project. The following firms submitted proposals: Dunaway & Associates; David C. Baldwin; Shrickel, Rollins and Associates, Inc.; Mesa Design Group and La terra studio. On September 10, 2013 all firms were interviewed by a team comprised of staff from Public Works, Convention & Visitor's Bureau, City Manager's office and Parks & Recreation. After the interviews, the team discussed the strengths and weaknesses of each firm and in a blind vote, selected Shrickel, Rollins and Associates, Inc. Staff recommends approval. 12/12/2013 (10:06:41 AM) ON Flo Vi Attachment A Scope of Services Grapevine City Gateways December 5, 2013 1. Scope of Project The project consists of the master planning and design of improvements to the corridor within the right of way and CITY -owned property in an area along major Rights of Way within the City Limits of Grapevine including, but not limited to S.H. 26, S.H. 114, S.H. 121, S.H. 360, and F.M. 2499. Primary design elements are landscape plantings, irrigation systems, entry monuments, lighting, signage and other site amenities. 2. Purpose of the Project The primary purpose of the project is to reinforce the sense of arrival into the City of Grapevine by creating a strong visual identity. The project must comply with the requirements set forth by the City of Grapevine and the Texas Department of Transportation. 3. Topographic Survey /Base Sheet Preparation Topographic and existing utility information for the area within the right of way will be provided by others by separate contract. Schrickel, Rollins and Associates, Inc. (SRA), will coordinate with the CITY and their surveyor to communicate scope and requirements. 4. Review Existing Plans Collect and review all 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 existing documents and related ordinances to ensure their compatibility with the CITY's goal of a vibrant, identifiable corridor. 5. Data Gathering/Field Observation The Landscape Architect will perform a detailed site inventory and photo documentation of existing conditions, including existing infrastructure, existing development adjacent to the site, traffic patterns, land use issues, major design elements, district image and sense of arrival. b. Geotechnical Investigation At four to five locations selected by the Landscape Architect, and approved by the CITY, soil investigations and report will be conducted by an independent Geotechnical Engineer selected by the CITY. Geotechnical investigations shall be paid for by the CITY separate from this agreement. 7. Program Definition The Landscape Architect will meet and coordinate with the CITY's representative and others as necessary to clearly define the program including: Grapevine —City Gateways _. 3142i Scope of Services Page 1 V Fldvi Exact facility requirements Maintenance considerations Access Security Design approaches Utilities availability 8. Analysis In light of findings established in Tasks 5 and 6, the Landscape Architect will prepare a framework analysis that documents the corridor's most significant opportunities and constraints and key urban design issues related to future improvements. The analysis will take the form of an overall illustrative diagram of the corridor, as well as typical cross sections. The findings will be reviewed with the CITY and refinements made as necessary. 9. Meetings A. The Landscape Architect will attend five (5) meetings with staff, including kick -off meeting. B. The Landscape Architect will present the Schematic Design to the City Council in a workshop meeting. C. The Landscape Architect will present the Final Presentation to City Council. D. Additional meetings may be scheduled with additional compensation by the CITY to the Landscape Architect, as mutually agreed to in writing in advance of any such meeting(s). E. The CITY will be responsible for arrangements for all meetings, if needed. 10. Public Participation A. Public Participation will include three (3) steps; Steering Committee input, Public input and Final Presentation. B. The Steering Committee phase will include identifying Key Stakeholders within the community that have knowledge of the Grapevine community. SRA will hold an input session with this committee to identify important characteristics of the city's DNA. This information will be utilized to develop a contextual design philosophy for the Gateways & Landscape Enhancements. C. The public input phase will include an open meeting that will occur over a range of time. This meeting will consist of a series of stations; each one staffed by an SRA member that will present concepts, answer questions and gather input from citizens. We have found this meeting structure to be most successful in gathering input from a larger group of citizens. D. The final presentation phase will involve SRA staff presenting the Final Master Plan at a designated council meeting as referenced in Item 9. Meetings. 11. Schematic Design The Landscape Architect will provide landscape /site development plans, with emphasis on the visual enhancement of the corridor. The Landscape Architect will develop an overall theme for the corridor that is unique to the City of Grapevine. The corridor theme shall be coordinated with existing CITY standards and Grapevine —City Gateways _ 31421 Scope of Services Page 2 ON KK OWN KIWAR streetscapes. The plan shall identify the corridor's prominence in the City's overall streetscape development plans and suggest whether other street developments should follow a similar theme. Corridor improvements will include (but are not limited to) the following as far as the budget allows: A. Entrance Monuments B. Signage C. Corridor gateway features D. Lighting E. Public art and /or water feature locations integrated into the plan for the corridor F. Street trees G. Median and parkway planting treatments H. Emphasis given to major intersection treatments I. Irrigation recommendations J. Barriers K. Possible utility adjustments Tasks The Landscape Architect will prepare the Schematic Design for the entire length of the project. Emphasis will be placed on critical locations for gateways. The Landscape Architect will hold monthly meetings with the CITY's representative and other designated representatives throughout the Schematic Design development to communicate progress and discuss pertinent issues. High priority gateway locations will be emphasized, and schematic design plans and elevations will be provided. A design vocabulary of details will be developed for application to subsequent implementation projects. The Schematic 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 Schematic Design. The Schematic Design will consist of an overall plan view, sketches, sections and vignettes to illustrate the overall design concept, and text explaining the process, program and the conclusions of the effort. An Opinion of Probable Cost will be included along with prioritized recommendations for development and phasing. The Landscape Architect will make suggestions of practical ways to phase these improvements to fit the CITY's financial resources including a plan and opinion of probable construction cost showing progressive levels of development to accommodate the CITY's budget constraints. 12. 3 -D Animation (included in Schematic Design) A three dimensional representation of the Schematic Design will be provided showing the design concept and the view from an aerial view. The animation shall be provided in a format that can be distributed to the Owner for exhibit on their web site and to the public. 13. Construction Documents Based on the approved Schematic Design, the Phasing Plan, 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 Phase One 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. A. The Construction budget for Phase One shall be $600,000. Grapevine — City Gateways _ 3142i Scope of Services Page 3 ON KK MMAM WWM B. The Landscape Architect will submit documents and opinions of construction cost to the CITY's representative at intervals of 50% and 100% 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. C. 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. D. The Landscape Architect will provide general notes, specifications and special provisions, which are applicable to the project. E. The Construction Documents will be submitted to TxDOT for review. The CITY will be responsible for Bidding and Construction Supervision and Administration with TxDOT oversight. The project will not be administered by TxDOT. F. Compensation for Construction Documents shall be seventy -five (75 %) percent of the Lump sum fee as shown in Attachment B. 14. Bidding The Landscape Architect will provide /perform the following Bidding Services, A. The Landscape Architect will attend the prebid conference. 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. 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 five (5 %) percent of the Lump sum fee shown in Attachment B. 15. 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 and the Contractor selected by CITY. 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 eight (8) 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 Grapevine — City Gateways _ 3142i Scope of Services Page 4 01 Furi IM. ■ova 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, 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 facilities; d. Field observation /construction progress; e. Mandatory "critical" observations; and f. Coordination meetings. 2. Review shop drawings and other 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. Review the monthly pay requests by the Contractor. 6. Assist CITY in conducting the substantial completion and final completion observations. 7. 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. C. Compensation for Construction Administration shall be twenty (20 %) percent of the lump sum fee shown in Attachment B. 16. Optional Additional Services The Landscape Architect will provide services not identified in this 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 A. Design of facilities beyond the original scope and /or budget identified in the description of services. B. Topographic Surveying. C. Location of underground utilities. D. Establishment of the boundary lines and Right of Way Lines. E. Design of Signalization Systems and /or traffic studies. F. Representation in arbitration, mediation, litigation, depositions or similar legal processes. G. Hydrology and hydraulics studies. H. Environmental assessment or environmental impact study. Grapevine — City Gateways 3142i Scope of Services Page 5 W4 KvAe OWN KIWAFM L Permits J. Public 1 Stakeholder meetings Construction A. Preparation of Change Orders as required which expand the original Scope of Services. B. Site observation visits. 17. Deliverables A. Schematic Design 1. The contents of the Schematic Design will generally be as follows: a. Introduction. Purpose, plan highlights, goals and objectives. b. Project Description_. c. Design Conceits. d. Project Site. A plan view designating the project limits. e. Concept Plan. An illustrative plan of the overall concept. f. Planting Design. An overall plan showing general planting concepts. g. Sketches. Concept sketches of significant locations in the project area. h. Design Vocabul . Sketches and descriptions of the typical built elements of the plan broken down into defined parts; benches, planters, signage, etc. i. Costs. An Opinion of Probable Cost to maximize the impact of available funds. j. Phasing Plan. The project will be divided into potential phases to be achieved over time. 'B. 3 -D Animation C. Construction Documents 1. Based upon the approved Schematic Design, adjustments in the scope or quality of the project, and the project design budget authorized by the Owner, Construction Documents deliverables shall include, but not necessarily be limited to the following documents: a. Plan sheets illustrating plans, elevations, sections and details of construction. b. Technical specifications. c. Project manual containing specifications and bidding documents including CITY forms such as bid proposal, form of agreement between CITY and Contractor, and conditions of the contract. 2. Final Opinion of Probable Construction Cost. 3. The Landscape Architect will provide 10 sets of contract documents forbidding and construction phases. 18. 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. E. Other permit fees. The Basic Services fee shall include an allowance for $6,000 for Reimbursable Expenses. Gra evine — Cit Gatewa s _ 3142i Scope of Services Page 6 ON rid Wi WWJM LIWM Attachment B Compensation Schedule Grapevine — City Gateways December 5, 2013 A. Basic Professional Planning and Design Services Overall Schematic Design Public Participation Phase One - Construction Documents ($600,000 budget), Bidding, and Construction Administration Total Basic Services $138,900 $ 17,500 63,000 $219,400 Grapevine — City Gateways 31421 Compensation Schedule Page 1