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HomeMy WebLinkAboutItem 09 - Oak Grove Softball MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGE- MEETING DATE: APRIL 18, 2017 SUBJECT: ARCHITECTURAL SERVICES CONTRACT FOR OAK GROVE SOFTBALL RECOMMENDATION: City Council to consider awarding a professional services contract to Valley Quest Design in the amount of $614,474 for the conceptual landscape plan for architectural services, landscape architecture and engineering for Oak Grove Softball. FUNDING SOURCE: Funding for this purchase is currently available in account 121-48850-312-00-170003 (Quality of Life) for a total amount not to exceed $614,474. BACKGROUND: In 2007, the City of Grapevine began its pursuit of redeveloping Oak Grove Park, specifically the Ballfield, Soccer, and Softball Complexes. Renovations at the Ballfield Complex and Soccer Complex were completed in May 2009. At the time, funding did not allow for renovations of the Softball Complex. The original two fields at the softball complex were constructed around 1972. Since that time, a third field and lights have been added. Softball, baseball and kickball continue to remain very popular for Grapevine residents in all age groups. The proposed project will add a fourth grass field to the Oak Grove Softball Complex, upgrade the concession stand area and restroom facility, add a playground, connect the trails system to the boat ramp and provide a dedicated restroom for the boat ramp. All renovations will meet current ADA, Architectural Barriers Texas Accessibility Standards that are administered by the Texas Department of Licensing and Regulation (TDLR). The architecture and landscaping will mirror the 2009 Oak Grove Ballfield Complex renovations. Staff sent out an RFQ for design services to landscape architectural firms in Texas. Four firms submitted RFQs and three firms declined due to current workload. After evaluation and interviews, the team selected Valley Quest Design, due to their process, team structure, and experience. Valley Quest Design has over 30 years of experience specializing in parks, trails and athletic complexes both municipal and collegiate. The firm's principal, Andrew Cousins was the principal designer for the award winning Oak Grove Ballfield Complex. Contract is attached. Staff recommends approval. KM • V - THIS PRIME CONSULTING AGREEMENT dated this 24th day of March, 2017 BETWEEN: City of Grapevine Parks and Recreation Department Kevin Mitchell—Director of Parks and Recreation 1175 Municipal Way Grapevine,TX 76051(CLIENT) & Valley Quest Design Andrew Cousins-Principal 509 Fenceline Drive Argyle,TX 76226(CONSULTANT) PROJECT: Oak Grove Softball Complex—Construction Drawings BACKGROUND: The CLIENT is of the opinion that the CONSULTANT has the necessary qualifications, experience,and abilities to provide the services described herein. The CONSULTANT is agreeable to providing the services to the CLIENT on the terms and conditions set out in this agreement. The CONSULTANT and the CLIENT are agreeable that the CONSULTANT is providing the services required for preparing bidding and construction documents for elements included in the approved master plan. If it is determined during the performance of the basic scope of services as described herein,that additional scope not listed in the basic scope is required to complete the bidding and construction documents,the CONSULTANT will submit an additional services proposal for approval prior to commencing any additional work. It is understood by both the CLIENT and the CONSULTANT that the required topographical survey and geotechnical testing and reporting as required for preparing the bidding and construction documents will be contracted directly through the City of Grapevine and not as a sub-consultant to the CONSULTANT. In the event that more information is required from the survey and the geo-technical investigation in order to perform the design services,an additional service may be requested. It is understood by the CLIENT that the scope and fees described herein are being prepared by the CONSULTANT as one bid package. alley Quest DESIGN Oak Grove Softball Complex Construction Documents Proposal March,2017 It is understood by both the CLIENT and the CONSULTANT that the terms of this proposal 0 are good for 90 days from the time of receipt. Proposal fee is subject to adjustment thereafter. SCOPE OF WORK: The CLIENT agrees to engage the CONSULTANT to provide the CLIENT with the basic services consisting of the design and preparation of construction documents and participation in bidding and construction for renovation of the existing Oak Grove softball complex located on Dove Loop Road,within Oak Grove Park in Grapevine,Texas. CONSULTANT services will include design and construction tasks associated with the following site elements that were approved in the Project Master Plan, previously performed by the CONSULTANT: • Four(4)300',adult sized softball fields(including accommodations for 220'girls fast pitch)with clay infields and turf grass outfields. • Raised,grandstand seating with permanent shade structures. • New and repurposed sports lighting associated with the fields. • Security fencing. • A playground. • Eight(8)Batting cages. • Two parking lots with a combined capacity of approximately 225 spaces and two passenger drop-off areas. • A new restroom/concessions building. • A maintenance building. • A satellite restroom building,pre-fabricated construction. • Enhanced plaza space associated with the concessions building,including unit paving, planters,shade structures and site furnishings. • Landscape planting&irrigation. PRIME CONSULTANT will engage multiple sub-consultants to provide the basic scope of work. Sub-consulting team may include the following disciplines and services: • Civil Engineering o On-site drainage and utility design o Hydraulic Study o Erosion control/SWPPP • Environmental o Lake Manager/USACE coordination o Waters of the U.S. delineation • Architecture o Building facility design o MEP engineering design • Electrical o Sports and site lighting design o Building facilities design Oak Grove Softball Complex Construction Documents Proposal March,2017 0 Structural o Building systems structural o Site elements foundation design BASIC SCOPE OF SERVICES:-CONSULTANT basic scope of services will include the following: 1.01 PREDEVELOPMENT SERVICES • Participation in one(1)scoping meeting with the CLIENT to determine the scope of services. • Facilitation of a kickoff meeting to introduce the design team to the City staff associated with the project;to further define the CLIENT'S expectations;to confirm the scope and to finalize the project schedule.CLIENT attendance should consist of but not be limited to representatives from the parks department, public works department,and storm-water management department. CONSULTANT team attendance should consist of but not be limited to Valley Quest Design(prime consultant),the civil engineer,the architect,the environmental planner,the electrical engineer,and the irrigation designer. • Participation in one(1)site meeting with the design team and the CLIENT to familiarize the design team members with the site,and identify any potential conflicts not recognized during the kickoff meeting. • Participation in one(1)meeting with the local Lake Manager or US Army Corps of Engineers(USACE)representative and appropriate city staff to discuss the development/renovation plans within the flood plain. • Review of nationwide permitting and preparation of a delineation of potential waters of the U.S. conducted in accordance with USACE guidance. • Participation in one(1)meeting with city staff to discuss any specific City requirements that must be met and shown in the plans. • Participation of the design team in reviews of the topographical survey and geotechnical investigation performed and provided by the CLIENT. DELIVERABLES • Digital pdf copy of the kickoff meeting notes,the site visit,the USACE meeting notes, and the city staff meeting notes. • Digital pdf copy of review comments of the topographical survey and geotechnical investigation. • Digital pdf copy of the Waters of the US delineation. • Digital pdf copy of the illustration graphic. Oak Grove Softball Complex Construction Documents Proposal March,2017 1.02 DESIGN SERVICES • Schematic Design: • Preparation of Schematic Design documents that illustrate a 30%level of completion. o The CONSULTANT will prepare a site plan in cooperation with the Architect, Civil Engineer and Electrical Engineer that will incorporate the elements of the approved master plan in combination with the existing topography,and adjacent existing improvements. • The CONSULTANT will provide a hydraulic study and impact analysis for the proposed improvements that will demonstrate the impact on the existing drainage infrastructure and Lake Grapevine. • The Schematic Design documents will be submitted to the CLIENT for review and approval. • Preparation of an opinion of probable construction costs based on the schematic design documents. • Participation in one(1)progress review meeting with the CLIENT and the cost estimator. Design Development: • Preparation of Design Development documents that illustrate a 60%level of completion. • The CONSULTANT will prepare a set of construction documents that will incorporate the comments on the Schematic Design. The Design Development documents will include plans/sections/elevations,showing critical dimensions and features for the following: o Dugouts,grandstand shade structures, restroom concessions building, maintenance building and satellite restroom building(to include preliminary floor plans,elevations,and sections that reflect the preliminary selection of building materials). o Electrical layout for the covered grandstand seating. o Site layout(parking, drop-off,playground,plaza areas,fields,fencing and walkways).o Preliminary grading plan. o Irrigation mainline routing,point of connection and sleeving. o Lighting layout and conduit routing.Coordinate with the CONSULTANT, design team and CLIENT on desired site lighting locations and the selection of poles and fixtures. o Layout of the power and electrical distribution system.o H&H calculations for development within the flood plain. o Water and sewer line routing as well as relocation of the lift station. o Storm drainage system routing. o Preliminary planting layout. The Design Development documents will be submitted to the CLIENT for review and approval. • Coordination with an Accessibility Compliance professional,during Design Development preparation,to review accessibility requirements applicable to a sports complex. Oak Grove Softball Complex Construction Documents Proposal March,2017 0 • Preparation of an opinion of probable construction costs based on the design development documents. • Participation in one(1)progress review meeting with the CLIENT and the cost estimator. Construction Documents: • Preparation of Construction Documents that illustrate a 90%and Final level of completion after approval of the Design Development has been given. • The CONSULTANT will prepare a set of construction documents that will incorporate the comments on the Design Development and will illustrate the following: o Existing Conditions and Demolition Plan. o Erosion Control Plan that includes associated details and regulatory language that meets City of Grapevine and TCEQ requirements. o SWPPP Plan. o Construction Layout Plan for all"hardscape"improvements such as fencing,bull pens, batting cages, grandstand seating areas, retaining walls, vehicular and pedestrian paving, signage, scoreboard, and site amenities such as trash receptacles, benches, bike racks and flagpoles. o Preparation of a Grading Plan that includes existing and proposed contour lines, spot grades, top of wall elevations, finish floor elevations and top of inlet elevations. The Grading Plan will illustrate compliance with TDLR requirements for accessible route from the parking lots to each field, the proposed buildings and the grandstand seating areas. o Utility Plan that includes water and sanitary sewer service, including a new lift station to replace the existing lift station.Accompanying the Utility Plan will be water and sanitary sewer details that comply with city standards. o Drainage Plan that includes storm drainage collection lines and a drainage area map.Accompanying the Drainage Plan will be storm drainage details that comply with city standards. o Architectural Plans,Sections,Elevations,Schedules and Details for the Restroom Concessions Building,the Maintenance Building,the Satellite Restroom Building, the Dugouts, and the Grandstand Seating Canopy Structures as well as specifications and recommendations for AV equipment associated with the concessions and ball fields. o Electrical Plans, Details and Schedules for the for the Restroom Concessions Building,the Maintenance Building,the Satellite Restroom Building,the Dugouts, and the Grandstand Seating Canopy Structures. o Site Electrical Plans,Details and Schedules.o Electrical and Power Distribution Plan and Details.o Structural Details for the proposed buildings and all site improvements requiring structural foundations,footing,etc. o Planting Plan that includes size,quantity and plant locations for each plant type, as well as associated planting details.Planting Plan will also include the turf grass Oak Grove Softball Complex Construction Documents Proposal March,2017 0 in the outfield, common areas as well as disturbed areas outside the field and other improvement areas. o Irrigation Plan and Details. o Site Construction details (fencing, signage, vehicular and pedestrian paving, grandstand seating areas, batting cages, drop-off areas, playground, site amenities,bullpens,specialty paving,etc.).City of Grapevine standard details will be applied where applicable. • Preparation of technical specifications and bidding documents at the ninety(90%) percent and final level of completion for the items listed above. • Preparation of an opinion of probable construction costs based on the 90%and Final construction documents. • Participation in two(2)progress review meetings with the CLIENT and the cost estimator at each submittal. • Design modifications will be made,as required,to balance the project scope and construction budget. • Construction drawings will be submitted for engineering and building permit review upon completion of construction documents. • Construction documents will be revised to address review comments received from the CLIENT at each submittal. • Provide final,signed and sealed construction documents by all required licensed professionals. • Design coordination and progress meetings will be held as needed with the Design Team during the Construction Document Phase. • Coordinate submittal of construction documents to the Texas Department of Licensing and Regulation(TDLR)or a designated independent reviewer for review and inspection. Application fees for the reviews will be designated as a direct expense and are subject to reimbursement as described in the Compensation portion of this Agreement.CONSULTANT will work with accessibility review staff for final plan approval and inspection.The plans will be revised as needed to obtain approval. • CONSULTANT will be responsible for preparing the application and payment of associated registration, review and inspection fees. DESIGN DELIVERABLES • Coordination products:sketches,redlines,calculations,etc. • Digital pdf copy of the Hydraulic Study and impact analysis. • Two(2)24"x36"hard copies and a digital pdf copy of the Schematic Design documents. • Eight(8)24"x36"hard copies and a digital pdf copy of the Design Development documents. Eight(8)24"x36" hard copies and a digital pdf copy of the 90%and Final Construction documents. • Eight(8)8.5"x11" hard copies and a digital pdf copy of the Specifications Book. • Digital copy of the CMAR opinion of probable construction cost review. • Digital copy of all meeting notes. • Eight(8)sets of engineering and building permit review construction drawings. Oak Grove Softball Complex Construction Documents Proposal March,2017 • • • Digital and hard copy of the accessibility review registration form. 1.03 BIDDING ASSISTANCE • Assist CLIENT with preparation of basic scope for"Best Value"Qualified Contractor Request for Proposal/advertisement. • Participate in a Pre-Bid Conference facilitated by the CLIENT. Prepare notes to record items discussed and decisions made during this conference. • Address inquiries from Bidders during the bid phase and issue addendums to the Construction Documents if required. • Participate in the Bid Opening and prepare a Bid Tabulation. • This agreement excludes value engineering to align bid amount to the project budget. • Assist with RFQ for Qualified Contractor and selection of"Best Value"Qualified Contractor. DELIVERABLES • Eight(8)sets of construction drawings,full size. • Eight(8)sets of bid documents and technical specifications. • Digital copy of pre-bid conference notes • Digital copy of each Addendum. 1.04 CONSTRUCTION ASSISTANCE • Participate in a pre-construction conference facilitated by the CLIENT. Meeting notes will be prepared to record items discussed during this conference. • Participate in construction observation/site visits on a bi-weekly basis during construction.Construction observation reports accompanied by construction progress photographs will be prepared for each site visit.Scope includes a maximum sixteen(16)site visits. • Review of requests for information(RFI's),shop drawings,submittals,requested substitutions;providing clarifications as required. • Provide written responses to RFIs submitted by the Contractor in the form of Proposal Requests,Change Orders or Construction Change Directives. Responses will be provided within 7 to 14 days of the submitted requests. • Prepare documentation for change orders;if required. • Participate in a final observation to create a punch list of deficient items. • Participate in a maximum of two(2)follow-up site visits to observe completion of punch list items. • Attend monthly progress review meetings. Items to be reviewed and discussed at these meetings include following:o Review and approval of pay applications. Oak Grove Softball Complex Construction Documents Proposal March,2017 o Review of construction progress and the project schedule. o Review of the construction office set of construction documents to determine if construction changes are reflected on the documents. o Review RFI status. o Review Submittal status. • Contribution of meeting minutes will be provided to the CLIENT to document items discussed during this meeting. • Review and approve contractor pay applications,if required. • Prepare record drawings that will consist of cad and re-issued pdf drawings, documenting all items recorded the items that were observed to be modified by the contractor during construction. CONSULTANT will not be responsible for items either not observed or not reported to have been modified during construction activities. DELIVERABLES • Digital copy of pre-construction conference notes. • Digital copy of site visit reports. • Digital copy of monthly progress meeting reports. • Digital copy of each proposal request,change order and construction change directive. • Digital copy of the final observation report. • Digital copy of the follow-up final observation reports. • Three(3)hardcopy sets and digital pdf copies of the record drawings. • Digital cad files of the record drawings. 1.07 CLIENT RESPONSIBILITIES • Project budget. • Schedule approval. • Boiler plate bid documents. • Digital files of existing improvements,environmental reports,etc.if available. • Associated legal documents for all encumbrances(old or new)within or adjacent to the proposed site. • Access rights to the property and adjacencies for the purposes of this project. • Applicable city standard details and specifications. • Plan review and approval for each submittal. Oak Grove Softball Complex Construction Documents Proposal March,2017 • 1.08 ITEMS NOT INCLUDED IN THIS SCOPE OF SERVICES: • Topographical Survey. • Geotechnical Investigation and Recommendations. • Value engineering services excluding the anticipated design reductions during the design phase through coordination with 3rd party estimator. • Preparation of flood studies LOMR,CLOMR, FEMA,etc. • Environmental service beyond what is listed in Task 1.01 Predevelopment Services. • Design of franchise utilities. • Public offsite improvements. • Traffic signal design,or traffic analysis. • Public street lighting. • Zoning or entitlements. • Preparation of the construction documents or the construction services in a"rush delivery"that is more aggressive than the anticipated schedule as listed below. SCHEDULE: The CLIENT agrees to a reasonable schedule for delivery of the scope of services,to be determined by the CLIENT as project milestones are set by the CLIENT. Tentative schedule, subject to change during the project,is as follows: - Notice to proceed:April 18th,2017 - Bid documents complete:September 18th,2017 - Begin construction: January 2"d,2018 - Construction complete:August 1n,2018 - Grand Opening:September 3rd,2018 COMPENSATION: The CLIENT agrees to compensate the CONSULTANT for performing the basic services as listed in the scope of services: - A lump sum of$617,474;six hundred seventeen thousand four hundred seventy four dollars and zero cents. - Reimbursable expense costs are not included and shall be billed at cost plus 10%.These costs include,but are not limited to courier fees, reprographics,mileage, meals,and travel expenses. Oak Grove Softball Complex Construction Documents Proposal March,2017 Fee schedule per design phase: Predevelopment Services $ 43,223 7% Schematic $ 61,747 10% Design Development $ 154,368 25% Construction Documents $ 234,640 38% Bid and Negotiation $ 18,524 3% Construction Administration $ 104,971 17% t Monthly progress invoices for basic services and additional services submitted by Consultant are due upon presentation and shall be considered past due if not paid within thirty(30) calendar days. A service charge on all past due accounts will accrue at the rate of 1'/:%o per month or the maximum allowed by law,whichever is less. ADDITIONAL SERVICES: The CONSULTANT may provide services beyond the CONSULTANT'S basic service listed in the scope of services upon written authorization from the CLIENT. Additional services shall be provided on an hourly basis at the same rates as listed for the basic services. These services could include: • Additional client or city meetings or site visits beyond the amount listed in the basic scope of services. • Additional landscape plan presentation graphics beyond the amount listed in the basic scope of services. • Additional environmental reports/studies required if the initial report findings deem it necessary. • Value engineering services beyond the efforts to minimize cost during the construction document process. • Separate bid packages. • Additional tasks required for any requests beyond those listed in the basic scope of services will be performed on an hourly basis with hourly rates as follows: • Principal $120.00 • Cad Operator $ 80.00 • Clerical $50.00 Oak Grove Softball Complex Construction Documents Proposal March,2017 • SUMMARY Valley Quest Design is pleased to submit this proposal to the City of Grapevine for Landscape Architectural services. By executing this Agreement,the CONSULTANT and the CLIENT agree and accept the terms listed above. CONSULTANT CLIENT Valley Quest Design City of Grapevine Signature Signature Name:Andrew Cousins, RLA Name: Title:Principal Title: Date: March 24, 2017 Date: Oak Grove Softball Complex Construction Documents Propos | March,2017