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Item 4JItem 4J-1 CITY OF SOUTH LAKE MEMORANDUM November 9, 2021 To: Shana Yelverton, City Manager From: Chris Tribble, Director of Community Services Subject: Approve Professional Services Contract with Parkhill, Inc., for the design and engineering of the Bicentennial Park Pickleball Complex in an amount not to exceed $150,000 Action Requested: City Council review and approval of a professional services agreement with Parkhill, Inc., for the engineering and design of the pickleball complex at Bicentennial Park in an amount not to exceed $150,000. Background Information: The City Council prioritized a pickleball complex to be built in Bicentennial Park within the adopted FY 2035 Parks, Recreation & Open Space Master Plan. In addition, funding was approved in the adopted FY 2022 SPDC CIP and Capital Budget. Parkhill, Inc., formerly Schrickel Rollins and Associates Inc., has been the designer of record for most of all Bicentennial Park Improvements since 2006. They also designed North Park. The scope of work will include Landscape Architectural, Engineering and Architectural services for the pickleball complex. The complex will include, but not be limited to the following program elements: demolition, earthwork, eight (8) lighted pickleball courts, a large pavilion with two (2) family restrooms, small pavilions/shade structures, sidewalks, utilities, storm drainage, fencing, site lighting, site furnishings, landscape, and irrigation. With over 76 years' experience in planning, architecture, landscape design, and engineering services, Parkhill is recommended to perform the desired work based on their knowledge of park design and the previous success in the engineering and architectural design of the award -winning Bicentennial and North Parks, as well as, many other parks across the state. Their current staffing and schedules are favorable and should allow for the completion of the work in a timely fashion. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4J-2 Shana Yelverton, City Manager Meeting Date — November 16, 2021 Page 2 of 3 Based on their solid reputation, and proven experience, it is staff's recommendation that the City enter into a professional services agreement with Parkhill to perform the design services for the pickleball complex. This item will also be considered by the SPDC on November 16, 2021 prior to City Council. Financial Considerations: The current budget for this project was based on a pickleball facility that did not include the two family restrooms that were added to the project by the Park Board and SPDC as part of their approval of the FY 2022 SPDC CIP and Capital Budget. As per the minutes of the August 3, 2021 Joint SPDC/Park Board Meeting, Director Tribble noted this, and informed the Park Board and SPDC that once the concept design was developed and an Opinion of Probable Construction Cost was developed, staff may need to request additional funding to add the expanded scope of work. Should that become necessary, staff will present the request to both SPDC and City Council in Q2 FY 2022. Currently, $1,250,000 is included in the adopted FY 2022 SPDC CIP and Capital Budget. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Quality Development and Infrastructure and meets the corporate objective to Invest to provide and maintain high quality public assets. Citizen Input/ Board Review: The Parks & Recreation Board and the SPDC recommended the prioritization of a pickleball complex at Bicentennial Park in the Southlake 2035 Parks, Recreation & Open Space Master plan that was adopted by the City Council. Legal Review: The proposed professional services agreement with Parkhill is a standard contract that has been previously utilized for Bicentennial Park, however, staff has requested a current review by the City Attorney. Alternatives: 1) Approval of the proposed agreement as presented 2) Approval with modifications to the proposed agreement 3) Denial of the proposed agreement Supporting Documents: Copy of proposed agreement City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4J-3 Shana Yelverton, City Manager Meeting Date — November 16, 2021 Page 3 of 3 Staff Recommendation: Approve a professional services agreement with Parkhill, Inc., for the engineering and design of the pickleball complex at Bicentennial Park in an amount not to exceed $150,000. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4,1 4 Parkhill October 15, 2021 Mr. Chris Tribble, Director City of Southlake Parks & Recreation Department 285 Shady Oaks Drive Southlake, Texas 76092 Re: Professional Services Proposal for Bicentennial Park Pickleball Complex Dear Mr. Tribble: Thank you for the opportunity to submit a proposal for Parkhill, Inc. (A/E) and to work with the City of Southlake (Owner) on the Bicentennial Park Pickleball Complex. The following outlines our understanding of the Project and the Scope of Services we propose to provide for your Project. PROJECT DESCRIPTION Scope of work to include Landscape Architectural, Engineering, and Architectural Services for the design of the Bicentennial Park Pickleball Complex located within Bicentennial Park at 450 W. Southlake Boulevard, Southlake, TX 76092. The complex will be designed where the baseball practice fields are currently located to the north of the new synthetic turf field and to the west of the Southlake Tennis Center. The complex shall include, but not be limited to the following program elements: Demolition, Earthwork, eight (8) Lighted Pickleball Courts, a Large Pavilion with two (2) Family Restrooms, Small Pavilions/Shade Structures, Sidewalks, Utilities, Storm Drainage, Fencing, Site Lighting, Site Furnishings, Landscape, and Irrigation. Program elements may be limited or omitted in order to meet the proposed construction budget noted below. The total budget for the Bicentennial Park Pickleball Complex project is $1,250,000 of which the proposed construction budget is $1,055,000. SCOPE OF SERVICES The A/E will provide the following Basic Services: TOPOGRAPHIC SURVEY The A/E will provide a topographic survey for preparation of the Construction Documents. The survey will provide a minimum contour interval of one foot, show the existing facilities, nearby utilities, trees with a 3-inch caliper or greater, adjacent parking lots/drive aisles, adjacent streets, and other miscellaneous items. This survey will comply with standard City of Southlake requirements. Deliverables: Digital Files (AutoCAD & PDF) of the topographic survey. X:\PENDING PROJECTS\Arch_Pursuing_Pending\LA_PP03LSCP.05\8125 Southlake-Bicentennial Pickleball Comp\00 ADMIN\00 CONTR\01 FINAL\DRAFT\2021-10-15 Bicentennial Pickleball Complex Proposal.docm 255 North Center Street Suite 200 Arlington, Texas 76011 817.649.3216 Parkhill.com Bicentennial Park Pickleball Courts Page 2 Item U/ 521 GEOTECHNICAL INVESTIGATION & REPORT The A/E will secure the services of an independent geotechnical engineering company to investigate the engineering properties of the soils and to make recommendations on the design of the building foundation(s), paving, light pole foundations, post - tension slabs, etc. Deliverables: Digital File (PDF) of the geotechnical report. DESIGN DEVELOPMENT PHASE The Owner has established the construction budget and desired program elements for the complex. This phase of development will serve as a continuation of that effort offering a deeper exploration into the details of the site design and begin the exploration of the project's architectural character. The A/E will analyze the capabilities and limitations of the site in order to refine the program elements, design, and project budget. The Owner is aware that the program elements may change through this process due to unforeseen site constraints, but it is the Owner's intent to provide as many of the defined program elements as possible. Deliverables: 100% Design Development Submittal, Opinion of Probable Construction Cost, and Meetings with City Staff (as necessary) CONSTRUCTION DOCUMENT PHASE Based on the Owner approved design development documents the A/E will further develop the plans, coordinate the various park elements and systems, develop construction details, and prepare the material/technical specifications setting forth in detail the requirements for construction of the project. The A/E will meet all applicable City of Southlake design and construction standards, coordinate plans with City Departments, meet all state regulations, and submit construction documents to the Owner for development review. Deliverables: 50% CD Design Review Submittal, 95% CD Design Review Submittal, Issue for Bid Construction Documents, Project Manual (Front End Documents & Technical Specifications), updated Opinion of Probable Construction Cost, and Meetings with City Staff (as necessary) BIDDING & NEGOTIATION PHASE The A/E will provide/perform the following services during the Bidding & Negotiation Phase: Answer questions from Bidders and prepare addenda as necessary, review substitution requests from the contractor(s), attend a pre -bid meeting, attend the bid opening, assist Owner in pre -qualification of bidders, assist the Owner in a pre -construction conference. CONSTRUCTION ADMINISTRATION PHASE The A/E will provide/perform the following services during the Construction Administration Phase: Site observation visits appropriate to the stage and quality of the contractor's work in progress in order to ascertain that the Work is in general conformance with the Construction Documents and design intent, provide on -site coordination meetings to discuss strategy/problem areas/required coordination, review of shop drawings and other submittal information for the purpose of ascertaining conformance with the design intent and Construction Documents, provide responses to requests for information (RFI) or clarifications, assist the Owner in conducting the substantial completion and final completion observations, and assist the Owner with closeout procedures. The A/E will conduct end -of -the -month on -site meetings to review pay applications and the project's construction progress. Bicentennial Park Pickleball Courts Page 3 Item U/ 621 The A/E will not be responsible for the contractor's means, methods, techniques, sequences/procedures of construction, or the safety precautions and programs incident hereto. The A/E will not be responsible for the contractor's failure to perform or furnish the work in accordance with the Construction Documents. The A/E will not be responsible for any delays in the execution of the Work caused by the contractor. RECORD DRAWINGS The A/E will transfer information provided by the contractor on his mark-ups/As-Built drawings after construction is complete to digital files (AutoCAD/REVIT & PDF) and provide to the Owner for their records. EXCLUSIONS The intent of this Scope of Services is to include only the services specifically listed herein for this Project. Services specifically excluded from this Scope of Services include, but are not necessarily limited to the following: ■ Fees for permits and advertising ■ Storm Water Pollution Prevention Plan (SWPPP) ■ Preparation of Plats or Boundary Survey documents ■ Traffic Engineering Reports or Studies ■ Hydraulics and hydrology, flood studies or floodplain reclamation plans ■ Full-time or otherwise frequent and detailed inspection of the Contractor's Works in Progress ITEMS AND SERVICES TO BE PROVIDED BY THE CITY The City will provide the following services to the A/E in the performance of the project upon request. ■ Existing data the City has on file concerning the project, if available ■ As -Built plans for existing facilities and/or utilities, if available ■ Assist the A/E in obtaining any required data and information from local utility companies, as necessary ■ Give prompt written notice to A/E whenever City observes or otherwise becomes aware of any development that affects the scope or timing of the A/E's services ■ Advertisement of all public meetings and provision of meeting facilities FEE PROPOSAL BASIC SERVICES Compensation for the Basic Services rendered by the A/E shall be a lump sum of One Hundred Forty -One Thousand, Seven Hundred and Fifty Dollars ($141,750.00) plus a design contingency allowance and reimbursable expenses. This fee is based upon the project description and budget stated above, should the project scope/budget increase by more than five percent (5%) then the fee will be adjusted equitably. The Basic Services fee shall be invoiced monthly based on the percent of work completed. Monthly progress payments for Architectural Services will be distributed by phases as follows: Bicentennial Park Pickleball Courts Page 4 Item U/ 5621 Design Phase Percentage Pre -Design Phase 12% Design Development Phase 20% Construction Documents Phase 35% Bidding or Negotiations Phase 5% Construction Administration Phase 25% Record Drawings 3% Total Basic Compensation 100% DESIGN CONTINGENCY An allowance for the Owner's use in the event that Additional Services or otherwise unforeseen Basic Services beyond those listed in the Scope of Services would be needed for the benefit of the project (i.e. Public Meetings, Site Plan Submittals, etc.). This allowance will be entirely controlled by the Owner and its use will be authorized only in writing as an amendment to the Architectural/Engineering Services Contract prior to performance of the services. The design contingency shall be invoiced to a Not -To - Exceed Allowance of $5,250.00. This amount shall not be exceeded without prior written approval of the Director of Parks & Recreation, Assistant City Manager, or City Manager. REIMBURSABLE Reimbursable expenses will be billed at invoice cost plus a fifteen percent markup for EXPENSES handling costs. Reimbursable expenses include, but are not limited to, travel, postage / shipping, reproductions / copies, color plots / prints, accessibility review and inspection fees, reproduction of Contract Documents, and reports. The reimbursable expenses shall be invoiced to a Not -To -Exceed Allowance of $3,000.00. This amount shall not be exceeded without prior written approval of the Director of Parks & Recreation, Assistant City Manager, or City Manager. Again, it is a pleasure for Parkhill to have this opportunity to continue to be of service to you as you strive to build community in Southlake. We look forward to being a part of the exciting days ahead! Please do not hesitate to call me at (817) 797-6154 if you have any questions. Sincerely, PARKHILL, INC. By Victor Baxter, Director of Business Development for Landscape Architecture VWB/Ir CITY OF SOUTHLAKE Accepted By Title Date "The Texas Board of Architectural Examiners, P.O. Box 12337, Austin, Texas 78711-2337 or 333 Guadalupe, Suite 2-350, Austin, Texas 78701-3942, (512) 305-9000, www.tbae.state.tx.us has jurisdiction over complaints regarding the professional practices of persons registered as [architects,][interior designers,][landscape architects] in Texas." Parkhill Item 4J-8 Hourly Rate Schedule January 1, 2021 through December 31, 2021 Client: Project: Agreement Date: Location: HOURLY HOURLY CLASSIFICATION RATE CLASSIFICATION RATE CLASSIFICATION SUPPORT STAFF 1 $64.00 SUPPORT STAFF II $76.00 SUPPORT STAFF III $104.00 SUPPORT STAFF IV $111.00 SUPPORT STAFF V $123.00 SUPPORT STAFF VI $133.00 PROFESSIONAL LEVEL I Architect $131.00 Civil Engineer $136.00 Electrical Engineer $139.00 Interior Designer $124.00 Landscape Architect $124.00 Mechanical Engineer $136.00 Structural Engineer $130.00 Surveyor I $99.00 Other Professional $122.00 PROFESSIONAL LEVEL II Architect $141.00 Civil Engineer $152.00 Electrical Engineer $156.00 Interior Designer $131.00 Landscape Architect $131.00 Mechanical Engineer $156.00 Structural Engineer $147.00 Surveyor 11 $110.00 Other Professional $129.00 PROFESSIONAL LEVEL III Architect $160.00 Civil Engineer $189.00 Electrical Engineer $183.00 Interior Designer $144.00 Landscape Architect $155.00 Mechanical Engineer $183.00 Structural Engineer $181.00 Surveyor III $128.00 Other Professional $141.00 PROFESSIONAL LEVEL IV Architect $197.00 Civil Engineer $220.00 Electrical Engineer $215.00 Interior Designer $156.00 Landscape Architect $168.00 Mechanical Engineer $215.00 Structural Engineer $210.00 SurveyorlV $147.00 Other Professional $167.00 PROFESSIONAL LEVEL V Architect $238.00 Civil Engineer $265.00 Electrical Engineer $263.00 Interior Designer $189.00 Landscape Architect $207.00 Mechanical Engineer $263.00 Structural Engineer $253.00 Professional Surveyor V $174.00 Other Professional $185.00 Expenses: Reimbursement for expenses as listed, but not limited to, incurred in connection with services, will be at cost plus 15 percent for items such as: HOURLY RATE PROFESSIONAL LEVEL VI Architect $265.00 Civil Engineer $286.00 Electrical Engineer $297.00 Interior Designer $229.00 Landscape Architect $247.00 Mechanical Engineer $297.00 Structural Engineer $273.00 Professional Surveyor VI $208.00 Other Professional $225.00 PROFESSIONAL LEVEL VII Architect $341.00 Civil Engineer $341.00 Electrical Engineer $341.00 Interior Designer $257.00 Landscape Architect $341.00 Mechanical Engineer $341.00 Structural Engineer $341.00 Professional Surveyor VI $231.00 Other Professional $341.00 1. Maps, photographs, postage, phone, reproductions, printing, equipment rental, and special supplies related to the services. 2. Consultants, soils engineers, surveyors, contractors, and other outside services. 3. Rented vehicles, local public transportation and taxis, road toll fees, travel, and subsistence. 4. Special or job -specific fees, insurance, permits, and licenses applicable to work services. 5. Mileage at IRS -approved rate. Rate for professional staff for legal proceedings or as expert witnesses will be a rate one -and -a -half times these Hourly Rates. Excise and gross receipt taxes, if any, will be added as an expense. Foregoing Schedule of Charges is incorporated into the Agreement for Services provided, effective January 1, 2021 through December 31, 2021. After December 31, 2021, invoices will reflect the Schedule of Charges currently in effect.