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HomeMy WebLinkAboutItem 08 - The REC ExpansionMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: NOVEMBER 4, 2025 SUBJECT: THE REC OF GRAPEVINE EXPANSION/RENOVATION SERVICES TO INCLUDE SCHEMATIC DESIGN, DESIGN DEVELOPMENT, AND CONSTRUCTION DOCUMENTS RECOMMENDATION: City Council to consider the approval the expansion/renovation services for The REC to include schematic design, design development, and construction documents with Barker Rinker Seacat Architecture, and take any necessary action. FUNDING SOURCE: Funds are available in the Capital Projects Fund for an estimated amount of $1,231,512. BACKGROUND: The REC of Grapevine, which opened in April 2015, has enjoyed ten successful years of operation and has become one of the most utilized recreation centers in the nation. Membership participation continues to exceed expectations, creating increased demand on several areas of the facility including adult fitness, classrooms, senior services, and support spaces. To proactively address these space and operational challenges, Barker Rinker Seacat (BRS) Architecture, in collaboration with a multidisciplinary team of engineers and specialists, conducted a comprehensive Performance and Utilization Analysis (PUA) of The REC. This assessment reviewed facility operations, programming, room usage, and building systems, while also benchmarking national trends and best practices in recreation facility design and management. The PUA identified several opportunities to enhance efficiency, expand high -demand program areas, and update building infrastructure to meet current and future needs. Based on this analysis, PARD is recommending to move forward with schematic design, design development, and construction documents for a future expansion and renovation of The REC. As part of this next phase, the City will also engage a Construction Manager at Risk (CMAR) to collaborate with the design team throughout the process. The CMAR delivery method will provide pre -construction expertise, cost estimating, constructability reviews, and schedule input to ensure the project budget is accurate and aligns with City quality and performance standards. The expansion and renovation of The REC of Grapevine will ensure the facility continues to meet the evolving needs of the community and remains a flagship destination within the Parks and Recreation system. L�J BARKER R I N K E R Date: April 29, 2025 SEACAT Revised: October 17, 2025 ARCHITECTURE Mr. Chris Smith, Director of Parks & Recreation Grapevine Parks & Recreation 1175 Municipal Way Grapevine, Texas 76051 Subject: The REC of Grapevine Expansion / Renovation — Fee Proposal for Schematic Design, Design Development, Construction Documents Dear Chris, Thank you for the opportunity to allow Barker Rinker Seacat Architecture (BRS) to support the City of Grapevine once again on the expansion and renovation of The REC of Grapevine. BRS will provide full architectural design services for the REC's anticipated Expansion and Renovation, and will hire building consultants (Structural, Mechanical, Plumbing, Electrical, Civil, Landscape Architects, and Energy Modeling Services), most of whom were involved with the original expansion/addition. The consultant team will provide the required documentation for pricing and permits throughout the design phase of this project. Additional recommended optional services have been included with this proposal for consideration (Furniture Evaluation/Selection, Interior Signage and Wayfinding, Low voltage — Telecommunications/Security/Access Control Design, Basic Systems Commissioning (Cx), Acoustic Analysis, Third -party Cost Estimating and Record Drawings). Zach Bisek will be the Principal in Charge of your project. Zach will advise on recreation design, best practices, and quality assurance. Our principals are working principals who stay involved in the project from conceptthrough construction, as needed. Kent Fawcettwill be the Project Manager and your primary point of contact. PROJECT UNDERSTANDING After completing a performance analysis with BRS, the REC's project scope of work is the addition of a functional fitness area and equipment spaces, additional classroom space, and consolidated and expanded child watch and admin spaces. This scope of work estimates the renovation of 16,938 SF of existing building spaces and the addition of 15,600 SF of new construction. BRS provided conceptual plans in the previous concept design phase for the proposed renovation/addition to the existing building and identified areas on the site for the addition. In addition, BRS identified areas of the site that would be subject to reconfiguration and improvement. It is anticipated that the site modifications will be approximately 1.33 acres (-58,000 SF) and will include areas around the planned additions and a section of the southern courtyard west of Steward Hall between The REC and the Library. The design scope of work consists of Schematic Design, Design Development, Construction Documents, and 990 S. BROADWAY Bidding/Permitting. A Contract Administration budget estimate is also provided for your information; ENSUITE DVER,60209 however, it will not form part of the initial fee agreement. The final Contract Administration fee will be ENCOC 303.455.1366 formalized as the City and the City's project management establish, alongside the General Contractor, the anticipated construction start and completion dates DALLAS 129 UNIT.MAINST. Our understandingis that the construction budget will be between $12-14 M. BRS has budgeted to make UNIT 250 g g GRAPEVINE, TX76051 three (3) trips during Schematic Design, three (3) trips during Design Development, and three (3) trips 8IT52T6880 BRSARCH.COM REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE 2 during Construction Documents for in -person workshops with the client group. All other meetings will be virtual and are anticipated to occur every 2-4 weeks. BRS will coordinate the architectural efforts with the design team and client. Contract Administration site visits and frequency are provided as an estimate only and will be formally established as more is known about the construction duration and schedule. PROJECT TASKS Below is our understanding prioritized to the process required to facilitate the work: TASK 1 / SCHEMATIC DESIGN 1.1 Kick -Off Meeting (In person) Upon execution of the agreement, we will begin by assisting the city with the preparation of a CMAR RFP, and working with the city's capital projects department, we will develop a set of criteria to evaluate submissions, participate in CMAR interviews, and make recommendations for the selection of the preferred proponent. CMAR interviews will be scheduled to align with the SD Workshop #1 in Grapevine. The selection and contracting of the CMAR is estimated to take two weeks following the interviews. It is anticipated that the selected CMAR will be available for SD Workshop #2 To kick off the project, our team will participate in a virtual kick-off meeting to launch the design and engineering phase of the project. This is a critical point in confirming that the design team is fully aware of all unique aspects of the existing site to ensure we are equipped to address any needs that may arise. For this reason, we have assembled an excellent consulting/engineering team to assist in the development of BRS's scope of work and verify existing conditions. The consultant team is prepared to mobilize the necessary team members for data collection and verification to get off on the right foot with schematic design. We will help define the schedule for the remainder of the design process, starting with schematic design and continuing through construction documents, permitting, and bidding. This project schedule will be reviewed at each workshop to ensure we maintain pace and adhere to predefined critical client decision points. We will work with City staff to understand the process of obtaining the necessary approvals/permits and ensure a smooth transition into construction. As necessary, we will also help determine Public Engagement strategies and define the supporting documents to align with the Client's goals. However, it is not anticipated that further public engagement will be required, as such public engagement meetings have not been included in the proposal at this time. Support for any public engagement required by the city for this project can be offered as an additional service. Base Information: Upon confirmation of the building program and facility locations on the site, the design team will complete a topographic survey of the affected site scope areas to assist with the design. In addition, if the structural engineer determines that an updated geotechnical investigation is required beyond the previous report completed in March 2013, the City of Grapevine shall contract with a Geotechnical Engineer for this work and provide it to the design team for consideration in the design. REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE 3 1.2 Schematic Design Plans Based on the selected Conceptual Design, the design team will develop, at a minimum, the following Schematic Design Plans and Drawings: ■ Updated Site Plan ■ Schematic floor plans (and enlargements as needed) for: o Fitness areas, Cabanas, Group Fitness Studio(s), Classrooms, Administrative Offices, Elevator, circulation areas, and support spaces. ■ Preliminary furnishings plans (if needed) ■ Civil, Structural, Mechanical, Plumbing, Electrical, and Landscape design narratives or conceptual plans ■ Coordination of preliminary security and technology systems ■ Coordination of preliminary upgraded utility requirements for the building (no upgraded utilities are anticipated currently) ■ Assist in theming concepts and images 1.3 Biweekly Coordination Meetings During the Schematic Design Phase, BRS will conduct bi-weekly coordination meetings with the design team and City/Staff to review progress and identify any items that need further discussion and direction to keep the project moving forward according to schedule. 1.4 SD Client Workshops During the Schematic Design Phase, BRS will conduct three (3) client workshops with City/Staff to review progress and schedule and execute client decisions. Workshops will follow BRS's Consider, Confirm, Commit format and will be structured to allow for a sequenced set of decision points outlined in BRS's Owners Decision Matrix. 1.5 Presentation of Schematic Design Upon completion of the Schematic Design Phase, BRS will presentthe schematic plans to the City and Staff for review and comment. The documents are also to be used by the City's contracted construction team (CMAR) and the third -party cost estimator. The design team will assist and coordinate the Estimate of Probable Construction Costs and answer any RFls to facilitate the estimating process. Comments from this review and estimate will be incorporated into the final design of the facility. TASK 2 / DESIGN DEVELOPMENT 2.1 Design Development Documents Based on the approved Schematic Design Plans, the design team will prepare a complete set of Design Development Documents: ■ Overall Site Plan showing the planned improvements and their location ■ Site Plan key area enlargements ■ Preliminary Demolition Plans ■ Preliminary Code/ Life Safety/TAS Compliance Plans ■ Construction Assemblies ■ Architectural Floor/Roof Plans o Fitness areas, Cabanas, Group Fitness Studio(s), Classrooms, Administrative Offices, Elevator, circulation areas, and support spaces. ■ Preliminary Overall Reflected Ceiling Plans REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE 4 ■ Preliminary 3D Axonometric and select perspective views ■ Exterior Elevations ■ Building Sections ■ Preliminary Wall Sections ■ Preliminary Vertical Circulation Plans and Sections ■ Preliminary Interior Elevations ■ Preliminary Critical/Select Details ■ Interior and exterior materials palette and preliminary materials schedule ■ Preliminary Finish Plans ■ Preliminary Casework Design and layouts ■ Integration of theming/branding consistent with the current brand, and to suit conceptual elements for the building as needed. ■ M&P engineering DD plans associated with Expansion / Renovation Areas ■ Structural engineering DO plans associated with Expansion / Renovation Areas ■ Electrical engineering DD plans associated with Expansion / Renovation Areas ■ Site Lighting Plans DD plans associated with Expansion / Renovation Areas ■ Civil Engineering DD plans associated with Expansion / Renovation Areas o It is not currently anticipated that upgraded utilities will be needed (water, sanitary sewer, storm). Should upgrades be required, an additional service will be provided for the design scope of the upgraded utility requirements. ■ Landscape DD plans associated with Expansion / Renovation Areas ■ Preliminary Building Specifications 2.2 Bi-weekly Coordination Meetings During the Design Development phase, BRS will conduct bi-weekly coordination meetings with the design team and City/Staff to review progress and identify any items that need further discussion and direction to keep the project moving forward according to schedule. 2.3 DO Client Workshops During the Design Development Phase, BRS will conductthree (3) client workshops with the City and staff to review progress and schedule and execute client decisions. The workshops will follow BRS's Consider, Confirm, Commit format and be structured to allow for a sequenced set of decision points outlined in BRS's Owners Decision Matrix. 2.4 Presentation of Final Design Development Plans Upon completion of the Design Development Phase, BRS will present the schematic plans to the City and Staff for review and comment. The documents are also to be used by the City's contracted construction team (CMAR) and the third -party cost estimator. The design team will assist and coordinate the Estimate of Probable Construction Costs and answer any RFIs to facilitate the estimating process. Comments from this review and estimate will be incorporated into the final design of the facility. 2.5 Construction Scheduling and Phasing Should the city engage a construction team (CMAR) for pre -construction services, BRS will consult with the CMAR to design the Expansion / Renovation in a way that facilitates the ongoing operation of the facility while minimizing disruptions. The Construction phasing is currently anticipated to be a single design/permit package. However, the construction approach may have staggered starts to REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE 5 accommodate the facility's operational needs. The construction phasing/staging should be refined and formalized after the city contracts a CMAR to assist with these services. The establishment of the construction approach should be decided no later than halfway through the Design Development phase. TASK 3 / CONSTRUCTION DOCUMENTS 3.1 Construction Documents Upon approval of the Design Development Documents, the design team will prepare comprehensive Construction Documents. The plans will be CAD/BIM generated, and at a minimum, will include the following plans and support documentation: ■ Overall Site Plan showing the planned improvements and their location ■ Site Plan key area enlargements ■ Demolition Plans, Elevations, and Sections ■ Code/ Life Safety/TAS Compliance Plans ■ Construction Assemblies ■ Architectural Floor/Roof Plans and enlargements o Fitness areas, Cabanas, Group Fitness Studio(s), Classrooms, Administrative Offices, Elevator, circulation areas, and support spaces. ■ Overall Reflected Ceiling Plans and RCP enlargements ■ 3D Axonometric and select perspective views ■ Exterior Elevations ■ Building Sections ■ Wall Sections ■ Vertical Circulation Plans and Sections, and details ■ Interior Elevations ■ Plan and Section Details ■ Interior and exterior materials schedule ■ Finish Plans and enlargements ■ Casework Design sections and layouts ■ M&P engineering CD plans associated with Expansion / Renovation Areas ■ Structural engineering CD plans associated with Expansion / Renovation Areas ■ Electrical engineering CD plans associated with Expansion / Renovation Areas ■ Site Lighting Plans CD plans associated with Expansion / Renovation Areas ■ Civil Engineering CD plans associated with Expansion / Renovation Areas o It is not currently anticipated that upgraded utilities will be needed (water, sanitary sewer, storm). Should upgrades be required, an additional service will be provided for the scope of the upgraded utility requirement. ■ Landscape CD plans associated with Expansion / Renovation Areas and associated irrigation. 3.2 Technical Specifications BRS will provide Technical Specification Sections related to the building scopes of work atthe DD and CD phase milestones. Building consultants to provide their respective specifications sections. The specifications will be incorporated into the project manual provided to bidding contractors. General Conditions to be provided by the City. REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE 6 3.3 2015 IECC Energy Compliance Modeling In lieu of meeting prescriptive COMcheck IECC code requirements, a performance -based IECC compliance path through Energy Modeling is recommended and has been included in the basic design services. 3.4 Bi-weekly Coordination Meetings During the development of the Construction Document plans, BRS will conduct bi-weekly coordination meetings with the design team and City/Staff to review progress and identify any items that need further discussion and direction to keep the project moving forward according to schedule. 3.5 CD Client Workshops During the Construction Documents Phase, BRS will conduct three (3) client workshops with the City and staff to review progress, schedule, and execute client decisions. The workshops will follow BRS's Consider, Confirm, Commit format and be structured to allow for a sequenced set of decision points outlined in BRS's Owners Decision Matrix. 3.6 50% CD Document Review/Estimate The BRS team will prepare documents to be used by the City's contracted construction team (CMAR) and the Third -party cost estimator at 50% of the Construction documents. At this point in the design development, it could be appropriate for the City to establish a GMP with the CMAR. The design team will assist and coordinate the Estimate of Probable Construction Costs and answer any RFIs to facilitate the estimating process. Comments from this review and estimate will be incorporated into the final design of the facility. 3.7 Texas Accessibility Standards (TAS)/Texas Department of Licensing and Regulation (TDLR) Based on the final design drawings, BRS will coordinate and complete the project applications and submit plans to the owner -selected Registered Accessibility Specialist (RAS) for TAS for all expansion/renovation scope areas. It is recommended that the City sign up for the optional pre -plan review with the RAS to highlight any issues to pick up prior to the permit review. BRS will register the project with TDLR online following the owner's selection of the RAS. All fees are to be paid by the City based on the estimated construction cost. The City shall provide city representation for TAS review/site inspections; if the City would prefer BRS to attend the site inspection, attendance/representation can be completed as an additional service. TASK 4 / BIDDING & PERMITTING (NOT INCLUDED IN THE CURRENT FEE PROPOSAL, ESTIMATE PROVIDED WITHIN CA FEE) *Scope of BN services will be refined/modified as more is understood regarding the project delivery model. 4.1 Pre -Bid Services The BRS Team will attend all pre -bid conferences scheduled by the City, provide a description of the work to be completed, and answer any questions relating to the architectural scope that may arise. In addition, the design team will respond to questions submitted by bidders and the CMAR during the bid REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE 1 period. RFIs should be consolidated by the CMAR and provided to the design team in a single package and by an agreed -upon date. 4.2 Bid Review and Recommendation The BRS Team will assistthe City with review of all bids, and assist with verifying bidder qualifications. Given the importance and unique expertise to constructthis project, we would recommend that the City and CMAR consider utilizing a qualifications -based procurement, requiring that bidders submit a statement of qualifications for review prior to being requested to submit a bid. Bid and budget management should be the responsibility of the CMAR, with the consultantteam supporting as needed to ensure the project is delivered as planned. 4.3 Permitting Based on the Final Plans, BRS will complete the applications for the various permits required for the project and submit plans for the Building Permit. The contractor will be responsible for the actual permit. The BRS Team and consultants will review and respond to comments from the City's permit review departments. We will revise documents accordingly and provide a narrative outlining the changes as well as responses to the comments received. BRS will compile all documents and responses from consultants and resubmit to the City for final approval. TASK 5 / CONSTRUCTION ADMINISTRATION (NOT INCLUDED IN THE CURRENT FEE PROPOSAL, ESTIMATE PROVIDED) *Scope of CA services will be refined/modified as more is understood regarding the project delivery model. 5.1 Construction Kick -Off Meeting BRS will attend construction progress meetings as required and observe construction operations as necessary. Progress meetings and agenda to be coordinated by Contractor. 5.2 Construction Administration/Observation BRS will lead the Construction Administration scope of work, including: ■ Log, review and approve/reject submittals and shop drawings ■ Prepare/respond to Requests for Additional Information (RFI), Architects Supplemental Instructions (ASI), Requests for Proposal (RFP) and other project correspondence as required ■ Review Construction Materials Testing reports ■ Review and approve applications for payment ■ Coordinate with the City on all Requests for Change Proposals, Change Orders, etc. ■ Provide direction for questions and concerns from the contractor and City Staff in the resolution of project concerns or changes ■ Listen in to weekly OAC phone calls to address questions related to scope of work. ■ Attend and perform periodic on -site observations and issue site observation reports indicating observations and visible deficiencies to be corrected associated with the BRS scope of work. The number of site observation visits is to be formalized with the CMAR and City of Grapevine once contracted. REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE R 5.3 Construction Completion Inspections BRS will attend one on -site punch walk and issue a final punch report for all related items associated with BRS's scope of work. BRS will make one final site visit to ensure all punch list items have been addressed. 5.4 Project Close Out BRS will review any building -related close-out submittals from the contractor for completeness before transmitting them to the City. Documents will include, but not be limited to: ■ Contractor's red lines and as -built notes ■ Warranty information ■ Material Safety Data Sheet (MSDS) ■ Operating Manuals ■ Start-up and testing reports ■ Review As -Built record drawings submitted by the Contractor ■ Issue a Final Completion and Acceptance letter to the City recommending acceptance of the final PRELIMINARY PROPOSED SCHEDULE BRS anticipates providing the noted Schematic Design, Design Development, and Construction Documents design services over approximately twelve (12) months. Construction Administration is anticipated to be approximately sixteen (16) months. The fee provided is based on a 16-month construction schedule; schedule extensions beyond those proposed may incur additional design consulting fees per BRS and sub -consultants' hourly rates. Please refer to Exhibit C for an estimated Design Services schedule. COMPENSATION Should the project's value change more than 10% from the anticipated —$14M construction cost, based on City -directed changes that differ from the final scope of work established in the Feasibility Study dated 2025/09/05 and completed in the summer of 2025, the design fee allocation will be revised accordingly. Please refer to Exhibit A for the Design Services Fee Schedule. REIMBURSABLE EXPENSES In addition to professional service fees, BRS shall be reimbursed for project -related expenses, including travel to the jobsite and printing for documents. These are summarized below by a phase based on BRS historical expense data: Please refer to Exhibit B for the Reimbursable Fee Schedule. Expenses will be submitted to the city as actual expense x 1.1. (administrative mark-up). RECOMMENDED / OPTIONAL SERVICES This proposal outlines additional recommended design service scope items that are considered optional. Below is a summary of these services: Record Documents: REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE 9 a. Update drawing documents to reflect the record conditions provided by the General Contractors' "As -built" drawing mark-ups. This Optional Service includes record updates to Architectural, Civil, Landscape, Structural, Mechanical, Plumbing, and Electrical drawings and can be contracted with the B/N and CA scope of work. 2. Technology & Low -voltage Engineering: a. Telecommunications System Full Design - Design expansion of the structured cabling system for telephone, network, and cable television systems. b. Security System Full Design - Design expansion of building -wide security system that includes the Video Surveillance System (VSS), the Access Control System (ACS), and the Intrusion Detection System (IDS) to allow users to monitor, control, surveil, and alert the building. 3. Furniture Planning and Specification: a. BRS Interiors shall refine/update the furniture budget, document the selections made in spreadsheet form, including all product information, quantities, locations in the building, finishes, and fabrics, and create a visual furniture document showing images of all furniture and fabric selections. BRS shall provide coordination with the client, design team, and vendors. Assume team reviews with BRS via virtual meeting. Assume two (2) Client review meetings (or could be combined with CD workshops). BRS attendance at Client showroom visits will be an additional service. This work will include the following areas: b. Main Entrance prior to Control c. Main Entry Lounge post Control d. Games Lounge e. Lounge below the Grand Stair f. Seniors Lounge g. Office/Admin h. Classroom i. New Fitness Areas 4. Wayfinding and Identity Signage and Environmental Graphics: a. BRS Interiors shall prepare final sign and wayfinding drawings, prepare final location plans, prepare final message schedule, and assume two (2) coordination meetings with the City via virtual meeting (or could be combined with CD workshops). 5. Commissioning: a. Fundamental Commissioning — IECC Cx HVAC, DWH, and Lighting Controls as required by the 2015 IECC Section C408. The City can contract with a Cx agentto provide these services directly should they wish to pursue IECC Cx Section C408 compliance independently. 6. Acoustics: a. Acoustic Analysis and Recommendations - Establish baseline acoustic criteria and noise control design within the project scope areas. The analysis will evaluate the following and make recommendations based on the established noise criteria and preliminary space design for incorporation into the final construction documents. i. Interior Acoustics of All Spaces ii. Architectural Noise Control between Spaces iii. MEP Systems Noise Control Third -Party Cost Estimating: a. Probable cost estimating to be provided by a third -party cost estimator, run in parallel with efforts by the City contracted CMAR at the following milestones: REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE 10 i. 100% Schematic Design ii. 100% Design Development iii. 50% Construction Documents 8. CMAR RFP Assistance and Selection: a. Create an RFP for the selection of a CMAR to provide preconstruction services for the project during design. Consult with the Grapevine Capital Projects department to refine the RFP to suit the city's requirements for pre -construction services. b. Establish evaluation scoring criteria to use in the objective analysis of the submitted proposals and qualifications and use a scoring system that aligns with the project goals in order to create a preferred list of Construction Managers for interviews. c. Evaluate and score each proposal based on the established criteria. d. Attend CMAR interviews and provide support to the city as needed. e. Make recommendations on the selection of the CMAR based on the established criteria and interview results. ADDITIONAL SERVICES Additional Services beyond the scope of this proposal shall be discussed between BRS and the Owner and approved prior to execution. Compensation for this work will be negotiated at the current billing rates at the time of the additional service. Additional Services beyond those set forth within the Scope of Services above may be provided if authorized or confirmed in writing by Owner and they shall be paid for by Owner in addition to the compensation for basic services. Additional Services also include services resulting from significant changes in the general scope of the work plan, but not limited to, changes in complexity, schedule or revising previously accepted studies, reports, or design documents when such revisions are required by changes in laws, rules, regulations, ordinances, codes or orders enacted subsequent to and not reasonably anticipated prior to the preparation of such studies, reports or documents, or are due to any other causes beyond Barker Rinker Seacat's control. Additional service will be based on BRS's 2025 hourly rate sheet attached to this proposal [Exhibit D]. These rates are valid for 2025 and will increase 5% each calendar year on January 11t Additional meetings or presentations shall be reimbursed to BRS as an additional service based on a day rate of $2,000 per day, per person, plus normal reimbursable expenses. PROPOSAL ASSUMPTIONS 1. BRS will provide the City with PDF formatted files and PowerPoint slides. Sizes and/or file types can be provided as needed for presentation documents or final report. 2. Assumes design of a renovated area of 16,938 SF of existing building spaces and the addition of 15,600 SF of new construction. It is anticipated that the site modifications will be approximately 1.33 acres (-58,000 SF). Should the SF or construction cost change by more than 10%, the design and engineering fees will be adjusted accordingly. 3. The project site is assumed to be free of environmental hazards and will not require cleanup. 4. Goo -technical investigation, if required, will be provided by the Owner and is outside of this contract/scope of work. During Schematic Design, the design team will evaluate the existing geotechnical report and establish whether additional investigation will be required. REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE 11 5. This agreement includes a topographic survey of the project's site scope area. The contracted surveyor will be provided with the existing topographical survey to amend the existing survey data within the scope areas. 6. Project limits do not include work in the adjacent public right-of-way. Grapevine will be responsible for coordinating work in these areas to the extent that the ROW design work follows the building project schedule. 7. The proposal is based on the project schedule included in this proposal. Changes to the project schedule may incur an additional fee. 8. Construction documents are anticipated to be released in one package. If additional packages are needed to accelerate the construction schedule or provide independent phase permits, additional services and fees will be required. 9. The project will be constructed using a CMAR delivery method. The CMAR's final preconstruction proposals will be based on the 100% Concept Design Report and the 100% Construction Documents. 10. The project will be designed with energy efficiency measures and sustainable concepts, but no LEED or other certification will be required. 11. The project mechanical engineer will specify the fire protection design as part of this contract's scope of work, and the Fire Protection subcontractor will design it as part of the construction contract. 12. The project documents will be delivered at the end of phase milestone dates as established on the project schedule. The milestone sets may be used for project milestone pricing/cost evaluation and client review. No mid -milestone pricing of document sets issued between end - of -phase milestones shall be used for cost evaluation or pricing. 13. Design alternates will be evaluated and considered during the Schematic Design Phase. The final direction and scope of the project will be established at the completion of the Schematic Design phase. If design alternates are to be carried pastthe SO phase, it will be an additional service and fee. 14. If a design omission is recognized within the construction documents during the Construction Administration phase of the project, however, it is required to complete the project, ie. "Betterment", the client will pay for the cost of adding that missing scope or item back into the project. The client will pay for the construction cost of the missing scope only, however, not the re -design fee. 15. Foundation Assumptions: Based on similar project designs in the area and the previous phase, a pier and grade beam foundation with a structured main -level floor slab will be required, and this has been included in the proposal. 16. Printing of milestone documents (drawings and specifications), record drawings or required submittal documents are not included in the reimbursable expenses covered in this contract. 17. Electronic Communications Fee $150/month is included in the contract reimbursable expenses for the project design phase duration as outlined in the project schedule [Exhibit C1. An additional fee will be required to cover electronic communications for projects exceeding their agreed -upon schedule. REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE 12 PROPOSAL EXCLUSIONS The following services and products are not included in this proposal, but may be included as an additional service if requested: 1. Services or products requested beyond the Scope of Work outlined above. 2. All fees for permits and jurisdictional approvals, site inspection fees, TDLR/TAS approvals, utilities, and taxes have been excluded. 3. Detailed rebranding, theming, and lighting 4. Community Engagement meetings and/or surveys 5. Geotechnical and hydrological reports 6. Existing on -site and off -site utility information and plans 7. Basic IECC commissioning required by the building code is excluded but has been included as an Optional Service. Please selectthis option if the City will not provide the required Cx services independent of this agreement. 8. Telecommunications System Full Design has been excluded from Basic Design Services but has been included as an Optional Service. This includes designing the structured cabling system for telephone, network, and cable television systems. Please selectthis option if the City will not provide telecommunications/low-voltage design services independent of this agreement and requires this service. 9. Security System Full Design Full Design has been excluded from Basic Design Services but has been included as an Optional Service. This includes the design of the expansion of the building -wide security system, including the Video Surveillance System (VSS), the Access Control System (ACS), and the Intrusion Detection System (IDS), to allow users to monitor, control, surveil, and alert the building. Please select this option if the City will not provide Security/Access Control design services independent of this agreement and requires this service. 10. The design of the following ancillary technology systems has not been included within this agreement; systems include the following: a. Paging Systems Design b. Low -Voltage Systems Design: Bell/Tone System, Clock System, Background Music Systems c. Audio -Visual Systems Design d. Life safety communication systems, including but not limited to: i. Public Safety Radio Bi-Directional Amplification (BDA) ii. "Area of Rescue Assistance" Two -Way Intercom iii. Mass Notification e. Theatrical lighting and rigging systems. 11. All new or modified external signs, if required. 12. Record documents coordinated with Contractor redlined drawings have been excluded but can be provided as an Optional Service as identified. REC OF GRAPEVINE EXPANSION - GRAPEVINE, TX PAGE 13 LIMITATION OF LIABILITY In recognition of the relative risks and benefits of the Project to both the Client and the Consultant, the risks have been allocated such that the Client agrees, to the fullest extent permitted by law, to limit the liability of the Consultant and Consultant's officers, directors, owners, employees and subconsultants to the Client and to all construction contractors and subcontractors on the Project for any and all injuries, claims, losses, expenses, damages of any nature whatsoever or claims expenses arising out of this Agreement from any cause or causes, so that the total aggregate liability of the Consultant and Consultant's officers, directors, owners, employees, and subconsultants to all those named shall not exceed the Architect's total fee for services rendered on this project. STANDARD OF CARE In providing the services outlined in this proposal, BRS will endeavor to perform our work in a manner consistent with the degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances. BRS will perform the services outlined in the scope of work as expeditiously as is consistent with professional skill and care for the orderly progress of the project as it is conducted. Regardless of any other term or condition of this Agreement, BRS makes no expressed or implied warranty of any sort. After your review, please let us know if you have any questions. If acceptable, please attach this proposal letter to the contract. We look forward to our work together and continuing our valued relationship with the City of Grapevine. Thank you again for this opportunity. Sincerely, Zach Bisek, AIA I LEED AP Principal Barker Rinker Seacat Architecture Approved: City of Grapevine, TX 0 Kent Fawcett, Assoc. AIA Principal I Project Manager Barker Rinker Seacat Architecture Date: Exhibit A: Fee Summary The Rec of Grapevine Expansion Scope of Services - Fee Allocation Basic Design Services Total SD cost DID cost CD cost Architect of Record $ 673,031 $ 163,710 $ 245,565 $ 263,755 (Including Interior Design) Civil/Landscape Design $ 104,750 $ 27,000 $ 18,250 $ 59,500 Structural Engineer $ 71,150 $ 13,000 $ 25,000 $ 33,150 Mechanical & Plumbing $ 89,631 $ 16,926 $ 32,121 $ 40,584 Electrical Engineer $ 78,200 $ 14,500 $ 28,700 $ 35,000 Energy Consultant $ 23,700 $ 9,500 $ 7,100 $ 7,100 Specifications $ 12,600 $ - $ 8,200 $ 4,400 SD - CD Basic Design Services Fee $ 1,053,062 $ 244,636 $ 364,936 $ 443,489 Recommended Optional Services Architect CMAR Proposal/Selection $ Record Documents $ Civil/Landscape Design $ Record Documents $ Structural Engineer $ Record Documents $ Mechanical & Plumbing $ Record Documents $ Electrical Engineer $ Telecom and Security $ Record Documents $ Interiors $ Furniture $ Signage / Wayfinding $ Energy Consultant $ Fundamental Commissioning $ Acoustical $ Acoustical Design $ Cost Estimating $ SD,100%DD,50%CD $ SD - CD Optional Services Fee $ SD cost DID cost CD cost 8,900 $ 8,900 $ $ 44,200 $ 9,500 $ 15,200 $ 19,500 17,500 $ 3,750 $ 3,750 $ 10,000 9,250 $ 2,250 $ 3,375 $ 3,625 2,020 $ 554 $ 1,075 $ 391 19,800 $ 7,700 $ 7,700 $ 4,400 20,680 $ 4,940 $ 7,740 $ 8,000 122,350 $ 37,594 $ 38,840 $ 45,916 SD cost DID cost CD cost SD - CD Budgeted Expenses $ 56,100 $ 19,074 $ 18,513 $ 18,513 SD - CD Basic Design Services Fee $ 1,053,062 SD - CD Optional Services Fee $ 122,350 SD - CD Budgeted Expenses $ 56,100 Total SD - CD Fee $ 1,231,512 1 of 1 Prepared 23-Apr-2025 Revised 17-Oct-2025 BN cost CA cost - $ 236,470 $ 25,000 $ 13,600 $ 19,700 $ 23,900 Q 2'I R *B/N & CA Currently Excluded BN cost CA cost $ $ 5,000 $ 5,500 $ 5,000 $ 1,800 $ 13,000 $ 2,800 $ 7,500 $ 3,250 $ 53,868 2,200 *B/N & CA Currently Excluded *B/N & CA Currently Excluded Exhibit B - Reimbursable Expense Budget The Rec of Grapevine Expansion Reimbursable Expense Budget Prepared 4/23/2025 Revised 10/17/2025 Base and Expenses Additional Services BRS Reimbursables (SD -CD) $ 34,100 Sub -Consultant Reimbursables (SD -CD) $ 14,050 Electronic Service Fee $ 1,800 Copies $ 550 Misc. $ 500 Sub -Total $ 51,000 10%mark-up $ 5,100 TOTAL $ 56,100 *Excludes BN / CA Reimbursable Expenses BN / CA Reimbursable Expenses are not currently included in the agreement. The estimated expense is: $ 28,000 1 of 1 Exhibit C: Project Schedule The Rec of Grapevine Expansion Date Created: 4/23/2025 Revised: 1011712025 Activity Contracting - Design Contract CMAR RIFF Preparation CMAR RFP Issuance CMAR Proposals CMAR Proposals Due CMAR Proposal Review CMAR Interview Contracting - CMAR Contract Pre -Construction Services (13.5 mont Schematic Design (17 weeks) Virtual Meetings - as needed Kick -Off (Virtual) SD Workshop I SD Workshop 2 SD Workshop 3 SD Issue 100% Pkg SD Pricing SD Owner Review SD Owner Review Workshop Design Development (16 weeks) Virtual Meetings - as needed DD Workshop I DD Workshop 2 DD Issue 50% Set DD Workshop 3 DID Issue 100% Pkg DD Pricing DD Owner Review Owner Review Workshop Construction Documents (16 weeks) Virtual Meetings - as needed CD Workshop I CD Workshop 2 CD Issue 50% Set CD Workshop 3 CD Pricing / Value Engineering Preliminary GMP CD Issue 100% Set 2025 2027 Oct Nov Dec Jan Feb March Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb March April Sunday 5 12 19 26 2 9 16 ? 30 7 14 21 7 A 21 28 41 8 15 22 1 8 15 22 29 5 12 19 26 3 10 17 24 31 7 14 21 28 5 12 19 26 2 9 16 23 30 6 13 20 27 4 II 18 25 1 8 15 22 29 6 13 20 27 3 10 17 24 31 7 14 21 28 7 14 21 28 4 II 18 25 ■ � r hs) . 7 C Pre -Construction Services (13 months) ■ ■ Permit Submission / Review (10-12 weeks) ■ ■ Bidding ■ ■ I - Buy-out ■ ■ -� Construction (14-16 months) 5 12 19 26 5 12 19 26 7 14 21 7 14 21 28 41 8 15 22 8 15 22 29 5 12 19 26 3 10 17 24 31 7 14 21 28 5 12 19 26 2 9 16 23 30 6 13 20 27 4 II 18 25 8 15 22 29 6 13 20 27 3 10 17 24 31 7 14121 28 71142128 4 11 Ig25 Gtt Acw rec an Feb �ian.h Apr May Jun jul Aug Sep Oct Nov Dec an Fe arch April Page 1 of 1 Exhibit D - 2025 BRS BiIIing Rates BARKER RINKER SEACAT ARCHITECTURE, P.C. BILLING RATE CATEGORIES AND REIMBURSABLE EXPENSES (Effective 1 Jan 2025) A. Compensation shall be made to Barker Rinker Seacat Architecture, P.C. for the time of the Principals and Staff at the following Billing Rates subject to annual review for escalation: Designer 1 $125/ hour Designer 11 $135/ hour Designer III $145/ hour Designer IV $160/ hour Senior Designer $ 200/ hour Marketing/Administrative $150/ hour Design Manager $175/ hour Project Specialist $185/ hour Project Manager $ 205/ hour Principal 1 $ 205/ hour Principal II $ 225/ hour Senior Principal III $ 240/ hour Partner $ 260/ hour Services of Professional Consultants are billed at a multiple of one point one (1.1) times the amount billed to Barker Rinker Seacat Architecture, P.C. C. In addition to compensation for time and the services of professional consultants, compensation shall be made to Barker Rinker Seacat Architecture, P.C. for the following reimbursable expenses, which will be billed at a multiple of one point one (1.1) times the amount billed to Barker Rinker Seacat Architecture, P.C.: 1. Expense of transportation and living when traveling outside the Metropolitan Denver area in connection with the project. Use of private automobile shall be billed at seventy cents ($0.70) per mile. 2. Long distance phone calls, deliveries and shipping, extraordinary mailing expenses and fees paid for securing approval of authorities. 3. Printing, plotting and other document reproduction, brochures, contract documents and other special presentation expenses (e.g. renderings, finish models). D. Other expenses that are directly attributable to a project shall not be billed unless prior approval is obtained from the Owner. Payment due Barker Rinker Seacat Architecture, P.C. shall bear interest at the rate of one and one-half percent (1.5%) per month, commencing sixty days after the date of billing.