No preview available
 /
     
Item 4H MemoCITY OF SOUTH LAKE MEMORANDUM October 10, 2023 To: Shana K. Yelverton, City Manager From: David Miller, Director of Community Services Item 4H-1 Subject: Ratify expenditures related to the Town Hall Plaza Park project concept design and surveying services performed by TBG Partners in the amount of $56,500. Action Requested: City Council ratification of expenditures related to the Town Hall Plaza Park project concept design and surveying services performed by TBG in the amount of $56,500. Background Information: The City Council prioritized the redevelopment of the Town Hall Plaza Park (aka Family Park) within the adopted FY 2035 Parks, Recreation & Open Space Master Plan. TBG had previously developed the high-level concept plan that was adopted within the Master Plan, and subsequently was contracted on January 25, 2023, to develop the following for presentation to the City Council at their Strategic Priorities Workshop held on March 28, 2023. • Site Inventory and Analysis ($5,000) • Program Assessment and Analysis ($5,000) • Framework Plan ($15,000) Following the feedback from City Council, TBG was tasked by staff with the authorization on June 1, 2023, of Additional Services Request #01 totaling $15,000. These services included: • Implement minor design revisions. • Utilize updated framework plan to develop a Concept Site Plan. • Utilize the Concept Site Plan to develop a phasing plan that works around the 2024 and 2025 City Event Schedule. • Utilize the Concept Site Plan and current event tent layout provided by the City to develop alternate event tent layouts that meet or exceed the existing vendor quantity. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4H-2 City Council Meeting Date — October 17, 2023 Page 2of3 The revised Concept Plan was presented to the City Council for additional direction and feedback at the Summer Workshop held on June 22, 2023, as part of the Parks & Recreation Infrastructure discussion. Based on the Council's feedback and direction, staff continued to move forward on the design and authorized Additional Services Request #02 totaling $16,500 for the next step of design services which included the development of: • Topographic Survey ($12,000) • Boundary Survey ($4,500) The scope of work that has been authorized exceeds $50,000 and requires ratification by the SPDC and City Council. Financial Considerations: The funding utilized for the Town Hall Plaza Park improvements is included within the FY 2023 SPDC CIP. 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 improvements to Family Park in the Southlake 2035 Parks, Recreation & Open Space Master plan that was adopted by the City Council on June 15, 2021. The City Council discussed, provided feedback/direction, and prioritized the project during their workshops in March and June 2023. The SPDC and Park Board discussed the project during their meeting on August 1, 2023. The SPDC will consider ratifying the expenditures at their meeting in October 2023. Legal Review: The original professional services agreement and subsequent additional services with TBG outlined a specific standard scope of services and did not require legal review. Alternatives: Ratification of expenditures City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork iH:9c1 City Council Meeting Date — October 17, 2023 Page 3 of 3 Supporting Documents: Copy of authorized and completed scope of services Staff Recommendation: Ratify expenditures related to the Town Hall Plaza Park project concept design and surveying services performed by TBG in the amount of $56,500. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4H- 4 05/24/23 TBG Mr. Chris Tribble City of Southlake 285 Shady Oaks Southlake, TX 76092 Request for Additional Services #01 Client: City of Southlake Parks Department Project Name: Southlake Family Park Visitor Center Project Location: Southlake, TX TBG Project Number: D22399 Dear Mr. Tribble, Please allow this letter to serve as our request for TBG to provide Additional Services on the subject project. This request is made based upon our receipt of a verbal request from Chris Tribble on 03/29/23 for the following services, which are not included in our original agreement dated 12/13/22 (TBG Project Number: D22399), Prior to our proceeding with these requested services, we require receipt of written authorization as noted below. We look forward to continuing our work with you. Please do not hesitate to call if you have any questions or need additional information. Sincerely, Seth Atwel I ?_A 3079 fb'8nag'ng arncua' l Saard of Direo'ors Tg , 2001 Cryan s'ree' sure 1450 da-ias 'eras 75201 :2141 744 0757 tn'�o"J"r-gr3 Corr �cpu?st forronaservc,5 05,24,,23 Item 4H- 5 Scope of Additional Services The Scope of Additional Services requested herein includes; 01_ Implement the minor design revisions noted by Mr. Tribble (and City Council), into the previously developed framework plan, 02_ Utilize the updated Framework Plan from the task above to develop a Conceptual Site Plan. 03_ Utilize the Conceptual Site Plan to develop a potential phasing plan that works around the 2024 & 2025 City Event Schedule. 04_ Utilize the Conceptual Site Plan and current event tent layout provided by the city to develop alternate event tent layouts that meet or exceed the existing vender quantity. 05_ A maximum of two (2) additional meetings wl the city to review these items (virtual or in person) Schedule For purposed of this proposal, TBG has estimated 4 weeks for this effort after Client Authorization. Bequest for ii Service,: 05r24/23 Item 4H-6 Contract Summary These services will be billed to5you under TBG Project Number D22399, per the Terms and Conditions of our contract with you dated 12/13/22. The fee for this Additional Service is $15,000. Following is a summary of our contract, including this Additional Service Request #01: Da'e eescription Amount Contrac, Base 12/13/22 Original Contract $ 25,000 Hourly NTE 06/23/23 Additional Service Request #01 $ 15,000 Hourly NTE TBG Revised Contract Amount $ 40,000 Note. This proposal excludes any and all state and local taxes associated with the project site. Any such taxes rmuired by law wil be added to the protect fee We request your written approval of this authorization of Additional Service Request #01 by signing and returning a copy of this request for our files. We will not proceed with this work prior to receipt of your approval. If this is not your understanding, or if you have questions regarding the above, please contact me immediately. APPROVED and agreed: The Broussard Group, Inc, Seth Atwell PLA3079 Managing Principal J Board of Dkectors APPROVED and agreed: City of Southlake 05/23/23 Data i✓ BWutlfor7ed Agent DAT The Texas Board of Architectural Examiners, 505 E Huntland Or , Ste. 350, Aus_ in i exas 76752, ;c• r a 5121 305 9000, has jurisdiction over individuals licensed under the Architects Registration La,,v, Article 249 a, and the _arr;;cace Architects Registration Law, Article 249.u, Vernon's Texas Civil Statutes, Proposal copyright ©2022 by TBG Partners No port,on or h ; ;,foposal may be copied or distr.buted without the written permission of TBG Partners Item 4H-7 44#* 05/31 /23 T B G Mr. Chris Tribble City of Southlake 285 Shady Oaks Southlake, TX 76092 Request for Additional Services #02 Client: City of Southlake Parks Department Project Name: Southlake Family Park Visitor Center Project Location: Southlake, TX TBG Project Number: D22399 Dear Mr. Tribble, Please allow this letter to serve as our request for TBG to provide Additional Services on the subject project. This request is made based upon our receipt of a verbal request from Chris Tribble on 03/29/23 for the following services, which are not included in our original agreement dated 12/13/22 (TBG Project Number: D22399). Prior to our proceeding with these requested services, we require receipt of written authorization as noted below. We look forward to continuing our work with you. Please do not hesitate to call if you have any questions or need additional information. le! Seth Atwell PLA 3079 Managing Principal / Board of Directors TBG 2001 bryan street suite 1450 dallas, texas 75201 [2141 744 0757 tbgpartners.com Request for Additional Services 05/31/23 E11 00] Scope of Additional Services The Scope of Additional Services requested herein includes: 01 Topographic Survey with Trees (provided by Baird, Hampton & Brown) — Topographic surveying of the property and limited off -site areas for use in the design of the proposed project. A minimum of three (3) on -site benchmarks will be established. Trees larger than six (6) inches will be located and the common name will be provided. Underground utility invert elevations and pipe sizes on visible and accessible utility infrastructure will be provided and utility locates will be coordinated with Texas811. This survey is not intended for title transfer and does not include setting any missing property corners. Underground utilities will be shown per markings by a third -party consultant such as Texas811. BHB is not responsible for any markings provided by third -party consultants. The tree species indicated is according to the best knowledge of the surveyor. This scope and fee do not include the services of a Licensed Landscape Architect and/or Arborist or placement of tree tags. Should these services become required, an additional services proposal will be provided. Subsurface Utility Engineering (SUE) levels A and B are not included in this scope of work. However, should it become required, an additional services proposal will be provided 02_ Boundary Survey — Research and recover adequate property corner monumentation to provide a representation of the above referenced projects boundaries to be used within deliverables described below. This service must be performed before other services can be provided Schedule For purposed of this proposal, TBG has estimated 4 to 6 weeks for this effort after Client Authorization. 3 Request for Additional Services 05/31/23 Exhibit'A' 7�t Item 4H-9 MW AW' _ +�� a zlyiiI-q1 9LVD. U: I - Plan(s) shown above represents our best understanding of the scope and extent of the Project at the time of preparing this Proposal. Substantive changes may require consideration of Additional Services. 4 Request for Additional Services 05/31/23 Imo- iitI■MK Contract Summary These services will be billed to5you under TBG Project Number D22399, per the Terms and Conditions of our contract with you dated 12/13/22. The fee for this Additional Service is $16,500. Following is a summary of our contract, including this Additional Service Request #02: Date Description Amount Contract Basis 12/13/22 Original Contract $ 25,000 Hourly NTE 05/23/23 Additional Service Request #01 $ 15,000 Hourly NTE 05/31/23 Additional Service Request #02 $ 16,500 Lump Sum Topographic Survey ($12,000) Boundary Survey ($4,500) TBG Revised Contract Amount $ 56,500 Note: This proposal excludes any and all state and local taxes associated with the project site. Any such taxes required by law will be added to the project fee. We request your written approval of this authorization of Additional Service Request #02 by signing and returning a copy of this request for our files. We will not proceed with this work prior to receipt of your approval. If this is not your understanding, or if you have questions regarding the above, please contact me immediately. APPROVED and agreed: The Broussard Group, Inc. Seth Atwell PLA3079 Managing Principal / Board of Directors 05/31/23 Date APPROVED and agreed: City of Southlake i 23 BY orized Agen DA The Texas Board of Architectural Examiners, 505 E. Huntland Dr., Ste. 350, Austin, Texas 78752, telephone [5121 305 9000, has jurisdiction over individuals licensed under the Architects Registration Law, Article 249.a, and the Landscape Architects Registration Law, Article 249.c, Vernon's Texas Civil Statutes. Proposal copyright ©2022 by TBG Partners. No portion of this proposal may be copied or distributed without the written permission of TBG Partners.