HomeMy WebLinkAboutItem 10 - Crossroads District
1807 Ross Avenue, Suite 333 Dallas, Texas 75201 Office 214 871 0568 Fax 214 871 1507 www.mesadesigngroup.com
Proposal and Contract for Professional Services
September 18, 2024
Ms. Ana Erwin
City of Grapevine
Commercial Outreach Manager
200 S. Main Street
Grapevine, Texas 76051
Project: Crossroads
Landscape Architectural Design
Grapevine, Texas
Dear Ms. Erwin
MESA is excited to partner with the City of Grapevine in a master planning effort to reimagine the Crossroads mixed-
use development as an exciting new district and destination. Our aim is to create a comprehensive strategy that
enhances the functionality and aesthetics of Crossroads while seamlessly integrating it into the broader urban fabric of
Grapevine. By transcending the limitations of a single ownership entity, we envision Crossroads as a distinctive and
vibrant district that leverages its strategic location to connect key areas and events in Grapevine, fostering a renewed
sense of purpose through diverse residential, commercial, cultural, and recreational spaces.
Our approach to the new master plan will establish Crossroads as a readily identifiable district within Grapevine,
reflecting the city's essence and contributing to its overall identity and charm. Through extensive collaboration with key
stakeholders, the master plan will resonate with the community and align with their vision. Working with the City, we
will create a district celebrated for its proximity, purpose, and place within the greater City of Grapevine, setting the
stage for a vibrant, connected, and sustainable future.
This proposal and contract describe 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.
SCOPE OF SERVICES:
PHASE 1: VISION PLAN
Task One: Project Kickoff
Data Collection
MESA will gather available base information from the City of Grapevine. MESA has the right to rely on this information
and rely on any information provided by others. Specifically, the data collected will include, but not be limited to:
1. Boundary survey (provided by others)
2. Architectural plans for buildings (provided by others)
3. Inventory of existing features and adjacent development (connections, buffering, access, etc.)
4. Aerial photography (provided by others)
5. Topography information (provided by others)
6. Base information in AutoCAD format
7. As-Built(s) for the existing development and all associated buildings
8. As-built(s) and/or future development plans associated with TxDOT
9. Program and construction budget
10. Existing development guidelines, zoning ordinances or any other governing development control documents.
11. Applicable overlay district rules and regulations
12. Jurisdiction requirements
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Project Kick-Off & Site Visit
MESA will meet with the Client on-site to verify all conditions of the project designed/constructed to date. The project
requirements will be reviewed including project parameters, theme, programming (as delineated by City Staff), budget,
and schedule. MESA will create a dialogue with the Client to better understand the project program, development
strategies, urban and cultural context, and concerns.
Deliverables: Base data in reproducible format, coordination of project program, timeline, and confirmation of site
plan.
Meetings: Included in Task 8
Task Two: Initial Public Realm District Master Plan Study
MESA will prepare one (1) site plan study to identify the highest and best use of the public realm to create a destination
district. This plan will display the alignment of existing parking, roadways, buildings, and pad sites in addition to the
proposed hotel pad site and open spaces. Proposed public realm improvements may include (but are not limited) to the
following:
1. New signage (including potentially renaming the center)
2. A cohesive theming and branding throughout the district
3. Added shuttle stop (to connect with Citywide shuttle service to main attractions around the city)
4. Addition of public art
5. A pedestrian-friendly circulation system.
Deliverables: Site plan in AutoCAD format
Meetings: Included in Task 8
Task Three: Revised Public Realm District Master Plans
Based upon Client comments received from the previous site plan, MESA will prepare up to three (3) revised conceptual
site plans. These revised site plans will be overlays to the original site plan prepared in task 2. These site plans will
include an overall land use summary and building area/land use tabulation. These plans will be illustrative drawings in
digital reproducible format.
Deliverables: Up to three (3) revised conceptual site plans. Any additional client requested revisions will be billed
per the hourly rate schedule with Client written/email approval.
Meetings: Included in Task 8
Task Four: Programming & Visioning
MESA will review existing/proposed architectural program information (as provided by the City) associated with land
uses, potential tenant mix, development objectives, desired amenities, and market study recommendations. This will be
used to establish the landscape and public realm amenity program (including proposed entertainment areas and
venues). MESA will prepare up to two (2) 24”x36” image boards exhibiting a sampling of the overall landscape and
hardscape intent and character of the proposed softscape, streetscape, plazas/gathering areas, screening, service
access and amenities, sidewalks, development entry signs, lighting, and any additional open space amenities. These
image boards will allow the Client to confirm the desired overall landscape intent, aesthetic look, and overall program
prior to conceptual design.
Deliverables: Collection of images, diagrams and/or plan sketches depicting overall lifestyle, landscape/hardscape
character, amenities, and open space design.
Meetings: Included in Task 8
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Task Five: Budgeting - Opinions of Probable Cost
To assist the Client in developing an appropriate pro forma, MESA will prepare (1) opinion of probable costs (OPC)
based on the visioning plan of the public realm. Although the design will be in the preliminary stages, the OPC will
assist the Client in reviewing the overall program, anticipated costs and identify any important design or construction
obstacles. This opinion of probable costs will include:
1. Site amenities and exterior spaces
a. Entry features and perimeter treatments
b. Building entry
c. Amenity Areas (including fountains)
d. Site Furniture (coordination with Interior Designer)
e. Landscape
f. Irrigation
g. Lighting
h. Perimeter Fencing and associated surveillance systems
The OPC will be presented to the Client for review and MESA will prepare one (1) revised exhibit to incorporate
Architect and Client comments. MESA will update and present the OPC again, in later tasks, as the design is refined.
Deliverable: Up to two (2) opinions of probable costs.
Meetings: Included in Task 8
Task Six: Computer Modeling | Animated Graphics and Presentations (OPTIONAL SERVICES)
At the Client’s request, MESA will prepare computer models of the major site and design elements to assist in evaluating
the design and marketing of the project. These models may be used to develop high quality “snapshots” of key views
and further animated into walk through/fly through videos. Please refer to the Computer Modeling LOD Guide attached
at the end of this proposal.
Still Images:
The digital file will be based off the Final Master Plan and include a total of eight (8) still images. Modifications to the
digital model based on design changes, modifications made throughout subsequent project phases/tasks, or additional
still images requested beyond those included in the initial eight (8) still images will be billed at a rate of $1,500.00 per
still image.
NOTE: Still images developed for the base bid contract will consist of eight (8) still images generated utilizing a blend
of levels of design (LOD). Referring to Exhibit A in the proposal, we anticipate modeling the existing structures,
streetscape, and future hotel at LOD 100, while modeling the proposed custom elements associated with the Crossroads
branding at LOD 200. This approach will emphasize the proposed elements and highlight the experiential aspect of the
new district. The optional scope (associated with Still Images) will progress the entirety of the model to LOD 200 for
further development/refinement of both the eight (8) still images and in preparation of the optional development of a
video montage.
Video Montage:
The digital video file will be based off the Final Master Plan and include a total of three (3) minutes of video to consist
of a montage of short video clips. The resultant digital video file will be transmitted as an .MP4 by default and still
images as .jpg files. Modifications to the digital video based on design changes, modifications made throughout
subsequent project phases/tasks, or additional video duration/clips requested beyond those included in the initial three
(3) minutes of video will be billed at a rate of $5,000.00 per video update.
Media may be rendered and transmitted in additional digital format types as requested by the Client and billed hourly
according to hourly rate schedule.
Deliverable: Presentation graphics noted above as requested by the Client.
Meetings: Included in Task 8
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Task Seven: Marketing Collateral (OPTIONAL SERVICES)
To create a marketing package for presentation to potential tenants, MESA will assemble the design products described
in the tasks above into a uniformly formatted Presentation Package. This marketing collateral can be integrated into the
Client’s sales material (online, digital, and hard copies) and into any exterior, community temporary marketing signage.
This package will be suitable for promoting the project in the marketplace. The Presentation Package will include the
following:
• Computer Rendered Illustrative Site Master Plan (one full size, 36”x48” and digital copy)
• Computer Modeling
Product: One (1) computer rendered illustrative site plan and associated presentation package.
Meetings: Included in Task 8
Task Eight: Stage 1 - Coordination Meetings (Concurrent with Tasks 1-7)
Anticipated coordination meetings, conference calls, and presentations for Stage 1 are listed below. Meetings may be
virtual, or in-person as needed for the anticipated agenda. For the purposes of this proposal, all meetings are assumed
to be virtual. Additional meetings or presentations requested will be considered additional services and billed
according to the attached hourly rate schedule.
Meetings: Estimated Hourly based on up to Ten (10), 1-Hour meetings as detailed below:
Task 1: One (1) half-day on-site kick-off meeting.
Task 2: One (1) presentation/coordination meeting via a tele-video conference call.
Task 3: Two (2) presentation/coordination meetings via a tele-video conference call.
Task 4: One (1) presentation/coordination meeting via a tele-video conference call.
Task 5: Two (2) presentation/coordination meetings via a tele-video conference call.
Task 6: Two (2) presentation/coordination meetings via a tele-video conference call.
Task 7: One (1) presentation/coordination meeting via a tele-video conference call.
Task Nine: Stage 1 – Stakeholder Presentation Meetings
Anticipated presentations for Stage 1 are listed below. Meetings may be virtual, or in-person as needed for the
anticipated agenda. For the purposes of this proposal, all meetings are assumed to be in-person. Additional meetings
or presentations requested will be considered additional services and billed according to the attached hourly rate
schedule:
Meetings: Estimated Hourly based on up to Four (4), 1-Hour meetings as detailed below:
Hotelier Programming Coordination Meeting: One (1) on-site presentation meeting.
Investment Stakeholder Luncheon: One (1) on-site presentation meeting.
Planning Commission Meeting: One (1) on-site presentation meeting.
City Council Meeting: One (1) on-site presentation meeting.
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COST OF SERVICES:
The below scope of services will be billed on a percentage completion basis or hourly not to exceed as applicable (in
accordance with the fee schedule specified below) with the total cost of services not to exceed the amount specified for
each without a written addendum to this contract. The below tasks shall be billed as follows:
Task Base Fees Optional
Task 1: Project Kickoff $3,500.00
Lump Sum
Task 2: Initial Public Realm District Master Plan Study $7,500.00
Lump Sum
Task 3: Revised Public Realm District Master Plans $11,500.00
Lump Sum
Task 4: Programming & Visioning $9,500.00
Lump Sum
Task 5: Budgeting – Opinions of Probable Cost $5,500.00
Lump Sum
Task 6: Computer Modeling and Animated Graphics and Presentations
Still Images $8,000.00 $4,000.00
Video Montage $8,000.00
Lump Sum
Task 7: Marketing Collateral $6,500.00
Lump Sum
Task 8: Stage 1 - Coordination Meetings
Project Kickoff $1,500.00
Initial Commercial Site Master Plan Study $500.00
Revised Commercial Site Master Plans $1,000.00
Programming & Visioning $500.00
Budgeting – Opinions of Probable Cost $1,000.00
Computer Modeling and Animated Graphics and Presentations $1,000.00
Marketing Collateral $500.00
Lump Sum
Task 9: Stakeholder Presentation Meetings
Hotelier Programming Coordination Meeting $1,000.00
Investment Stakeholder Luncheon $1,500.00
Planning Commission Meeting $1,000.00
City Council Meeting $1,000.00
Lump Sum
Total Cost of Base Services (Task 1 to 8): $54,500.00
Total Cost of Optional Services (Task 9) $20,000.00
REIMBURSABLE EXPENSES:
Reimbursable expenses for printing, travel within DFW area and reprographics are included in the fees above.
NOTE: These fees do not include sub-consultants to be included for the project such as Architect, Civil, MEP,
Structural, Geotech, Fountain Consultant, Irrigation Consultant, Lighting Consultant, Agronomist, Arborist, and Public Art
Consultant. If needed, these subconsultants will be billed as a reimbursable expense. MESA will submit fees associated
with sub-consultants to the Client for review and written approval prior to engagement and subsequent billing as a
reimbursable expense. *There will be a 10% Administrative Fee added to all reimbursable/sub-consultant expenses.
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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, due to 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 $195.00
Associate Principal $175.00
Associate $160.00
Project Associate $150.00
Senior Project Manager II $140.00
Senior Project Manager $130.00
Project Manager $115.00
Senior Designer $100.00
Visualization Manager $100.00
Visualization Specialist $ 85.00
Designer $ 85.00
Graphics/Marketing/Admin
Intern
$ 75.00
$ 70.00
PROPOSAL AND CONTRACT CONDITIONS:
2. The client will provide the following and MESA has the right to rely on this information and any information
provided by others:
a. Boundary and general topographic survey locating structures, existing vegetation, existing property lines
and underground utilities that cross the property in AutoCAD format.
b. Architectural Site Plan in AutoCAD format.
c. Budgetary Considerations.
d. Soils and/or Geotechnical Report (if required)
3. Excluded services include, however are not necessarily limited to:
a. Utilities (water, sewer, storm, electrical, cable, telephone, etc.)
b. Sub-consultant design fees
c. Structural, mechanical, and electrical engineering if required.
d. Irrigation designer or lighting design and associated consultant fees.
e. Project signage environmental graphics.
f. Landscape lighting electrical plans.
g. Zoning or entitlements
h. Design of any related off-site improvements
i. Illustrative plans, models, and drawings not specifically described in Scope of Services.
j. Redesign of elements due to site plan changes (i.e., buildings relocate, site grading changes)
k. Geotechnical information.
l. As Built Drawings
m. TDLR Submittal
n. Any jurisdictional mitigation plans (including wetland, tree, 404 permit etc.)
o. On Site Construction Management
p. Site Safety, Operations or Maintenance
4. MESA Design Associates may subcontract consultants in the performance of any services described in this
agreement.
5. MESA Design Associates does not act as General Contractor or accept responsibility for poor craftsmanship.
6. The above-described compensation for MESA Design Associates does not include the
following non-labor costs:
Reimbursables:
a. Copies/plotting
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b. Printing/reprographics
c. Photography
d. Federal Express, courier, and/or delivery fees
e. Mailing/Postage
f. Blue printing, printing, or binding for bid sets
g. Mileage (percentage allowed by IRS) currently @ .67/mi.
h. Permits and/or registration fees
i. Travel expenses outside of Dallas such as airfare and lodging
j. Other products and services requested by the Client and not specifically described herein.
k. All Jurisdictional Submittal, Permitting or Review Fees.
l. TDLR Fees and Expenses.
m. Sub-consultants
There will be a 10% Administrative Fee added to all reimbursable expenses.
7. 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 travel and accommodation expenses incurred.
8. 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.
9. 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.
10. 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.
11. 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.
12. Invoice Terms: Net thirty (30) days from invoice date. A finance charge of 1% per month (12% 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.
13. 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 all damages, costs, attorney’s fees, and/or other expenses which MESA may incur because 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.
14. 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.
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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.
16. 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. MESA shall retain ownership of all videos, reports, drawings, plans,
specifications, electronic files, field data, notes and other documents and instruments prepared by MESA as
instruments of service. MESA shall retain all common law, statutory and other reserved rights, including,
without limitation, all copyrights thereto.
19. The Client agrees, to the fullest extent permitted by law, to indemnify and hold harmless
MESA from any damages, liabilities or costs, including reasonable attorneys’ fees and costs
of defense, arising out of the use or modification by the Client to any reports, plans,
specifications or other construction documents, including electronic files, prepared by MESA
if such use or modification has not been explicitly approved in writing by MESA and its sub
consultants. This indemnification provision shall survive the termination of this Agreement.
20. 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 party 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.
21. 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.
22. The Client agrees to waive consequential damages for claims, disputes or other matters in question arising out
of or relating to this agreement.
23. 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.
24. 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.
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Neither the Client nor MESA shall be obligated to indemnify the other party in any manner
whatsoever for the other party’s own negligence.
25. If any term or provision of this Agreement is held to be invalid or unenforceable under any applicable statute
or rule of law, such holding shall be applied only to the provision so held, and the remainder of this
Agreement shall remain in full force and effect.
26. This document super cedes all previous discussions and documents, if any, and may only be amended by
written agreement between the parties.
27. Force Majeure. Any delay in or failure of performance by either party under this Agreement will not be
considered a breach of this Agreement and will be excused to the extent caused by any occurrence beyond
the reasonable control of such party including, but not limited to, pandemics, disease, acts of God such as
fires, hurricanes, floods, or tornadoes.
28. In providing services under this Agreement, MESA shall perform in a manner consistent with that degree of
care and skill ordinarily exercised by members of the same profession currently practicing under similar
circumstances at the same time and in the same or similar locality. MESA makes no warranty, express or
implied, as to its professional services rendered under this agreement.
Respectfully Submitted, Acceptance of Proposal and Contract Terms and Conditions:
MESA Design Associates, Inc. City of Grapevine
___________________________
Stan R. Cowan, ASLA
Senior Principal
By: ___________________________
Authorized Representative
___________________________
Joseph D. Steffes, ASLA
Associate Principal
___________________________
Date
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EXHIBIT A: