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Item 5DCity of Southlake, Texas MEMORANDUM March 12, 2006 TO: Shana Yelverton, City Manager FROM: Steve Polasek, Director of Community Services SUBJECT: Consider an amendment to professional services agreement with Schrickel, Rollins and Associates, Inc., for conceptual planning and schematic design of Bicentennial Park Action Requested: City Council authorization to amend the existing professional services agreement with Schrickel, Rollins and Associates, Inc., for conceptual planning and schematic design of the developed east side of Bicentennial Park. Background Information: As part of a SPDC Matching Funds request ($25,000) from the Southlake Baseball Association, the City recently approved a professional services agreement with Schrickel, Rollins, and Associates for the conceptual planning and schematic design of the undeveloped west side of Bicentennial Park to include primarily a baseball complex, with consideration of general park design and support facilities. As part of City Council consideration of this item staff was directed to pursue a potential amendment to the agreement to include possible inclusion of a park road from Whites Chapel allowing for connection to FM 1709. Additional concerns regarding the aesthetics of the park were also raised as it relates to the overall flow and layout of existing facilities. Staff met with representatives from Schrickel and Rollins to discuss the potential for an amendment to their contract for professional services and provided a tour of the entire park site. Due to the varying levels of design services available, Schrickel and Rollins have prepared a three tiered proposal (attached) consisting of basic conceptual master plan services, schematic design services, and animated services. Parks Board reviewed this item at their March 13, 2006 meeting and recommended proceeding with the amendment to include conceptual master planning and schematic design services for an amount not to exceed $62,500 with funding from the Park Dedication Fund. If the contract amendment is authorized by City Council, funding for this project will be included as part of the mid -year budget adjustments tentatively planned for presentation in April. Financial Consideration: Parks Board recommended funding the conceptual planning and schematic design for the east, developed side of Bicentennial Park in an amount not to exceed $62,500 from the Park Dedication Fund which has a current unencumbered balance of $171,839. Financial Impact: There are no direct financial impacts associated with the proposed professional services. Long -term financial impacts from the proposed project may vary based on approved design features and future funding considerations. Shana Yelverton, City Manager March 12, 2006 Page 2 Citizen Input/ Board Review: Parks Board recommended (6 -1, Mills) at their March 13, 2006 meeting proceeding with the proposed amendment to include conceptual master planning and schematic design services for an amount not to exceed $62,500 with funding from the Park Dedication Fund Parks Board recommended entering into a professional services agreement with Schrickel and Rollins (9 -0) at their January 9, 2006 meeting. SPDC recommended entering into a professional services agreement with Schrickel and Rollins (6 -0) at their January 17, 2006 meeting. City Council approved entering into a professional services agreement with Schrickel and Rollins (5 -0) at their January 17, 2006 meeting. Legal Review: The proposed contract with Schrickel, Rollins, and Associates for professional design services relating to Bicentennial Park has been reviewed by the City Attorney and remains unchanged. The action presented simply expands the scope of services to be provided by Schrickel and Rollins. Alternatives: Alternatives may include: • Council authorization to amend the existing agreement as recommended by Parks Board • Council authorization to amend the existing agreement as desired • Council decision not to amend the existing agreement Supporting Documents: Supporting documents include the following: ■ Copy of proposals for varying design service levels from Schrickel, Rollins, and Associates Staff Recommendation: City Council authorization to amend the existing professional services agreement with Schrickel, Rollins and Associates, Inc., for conceptual planning and schematic design of the developed east side of Bicentennial Park for an amount not to exceed $62,500. OPTION "A" CONCEPTUAL MASTER PLAN OF PARK DEVELOPMENT Shana Yelverton, City Manager March 12, 2006 Page 3 A. BASIC PROFESSIONAL SERVICES (1) The Park Site. The portion of Bicentennial Park to be planned is described as the 60 acres (approx.) which is mostly developed and which lies north of Southlake Boulevard, east of the large drainage channel and west of White Chapel Road. (2) Scope of Services. The scope of the Basic Professional Services for Bicentennial Park includes: providing a generalized conceptual master plan, a rough estimate of probable cost, recommendations for phased development, and colored renderings with respect to the Project. Basic Professional Services shall also include Architect's presentations at meetings with the City including, but not limited to, City Council and Park Board. All such meetings will be held at a designated City facility. (3) The Architect's Basic Professional Services to produce a Conceptual Master Plan of Development for the described portion of Bicentennial Park including the following processes and products: a. Prepare a base map of existing information [ information to be provided by the CITY to include boundaries, topographic information, existing improvements and utilities in an electronic file as a base for CAD drawings. b. Perform reconnaissance of the site and provide a presentation of findings. C. Review the program furnished by the City to ascertain the requirements of the Project and arrive at a mutual understanding of such requirements with the City. ■ The general program shall include the routing of a main park road from the White Chapel park entrance westward to intersect with the Southlake Boulevard park entrance road. Traffic calming and pedestrian safety shall be important considerations. ■ Alternatives shall be explored for the associated relocations and /or removals of existing park facilities such as athletic fields and maintenance areas. ■ In generalized terms, the program shall address drainage, erosion control, administrative areas, support buildings, beautification and the enhancement of existing facilities. ■ Attention will be given to the need for strong park announcements, entrance developments and beautification at the existing park entrances on FM 1709 and White Chapel Road. Turning lanes, traffic control and medians will be addressed. d. Analyze the capabilities and limitations (opportunities and constraints) of the park site and prepare descriptive graphics in a study of development feasibilities. These will be presented as two -to -three arrangement analyses ( "bubble diagrams "). e. Prepare two -to -three "Conceptual Master Plans of Development" in sketch form for Shana Yelverton, City Manager March 12, 2006 Page 4 review by City Staff and /or Stakeholders. L Prepare the best "Conceptual Master Plan" (or combined best parts of the original concepts) for presentation to the City Staff and /or Stakeholders for review and approval. ■ The "Conceptual Master Plan" drawing shall include generalized use of color, symbols and general notes, and mass polygons to represent large facilities, parking areas and buildings with a minimum of detail. ■ Prepare for submittal with the "Conceptual Master Plan," a rough and generalized opinion of probable construction costs. ■ Provide a colored rendering of the "Conceptual Master Plan ": a printed and mounted copy and a digital copy on CD. (4) Schedule. Professional Services to produce the "Conceptual Master Plan of Development" and products shall include a maximum of six meetings. Time to produce the Plan, exclusive of pauses for City to schedule meetings, shall be six weeks. (5) Compensation. Compensation shall be the stipulated sum of $21,500. OPTION `B" SCHEMATIC DESIGN OF PARK IMPROVEMENTS A. BASIC PROFESSIONAL SERVICES Shana Yelverton, City Manager March 12, 2006 Page 5 (1) The Park Site. The developed portion of Bicentennial Park is as described in Option "A ": Conceptual Master Plan of Park Development (2) Scope of Services. The scope of the Basic Professional Services for Bicentennial Park includes: providing schematic design, estimate of probable cost, recommendations for phased development, and colored renderings with respect to the Project. Basic Professional Services shall also include Architect's presentations at meetings with the City including, but not limited to, City Council and Park Board. All such meetings will be held at a designated City facility. (3) The Architect's Basic Professional Services to produce a Schematic Design of Park Improvements for the described portion of Bicentennial Park include the following processes and products: a. Conceptual Plan: The Conceptual Master Plan of Park Development as described in Option "A" shall first be produced. (4) Schematic Design: As an optional phase of Professional Services, if the City desires more accuracy and detail for the planned development of Bicentennial Park, the Architect shall provide "Schematic Design" of the park elements included in the "Conceptual Master Plan of Park Development." a. Schematic Design is the first phase in the preparation of final construction design documents. Schematic Design is typically followed by the Design Development Phase and the final Contract Design Documents Phase prepared for construction bids. Professional services for the Schematic Design Phase include the following: ■ Develop a further detailed evaluation of the City's program, schedule and construction budget requirements, each in terms of the other. ■ Based on a mutually agreed -upon program, schedule and construction budget requirements, prepare, for approval by the City, "Schematic Design Documents" consisting of drawings and other documents illustrating the scale and relationship of Project components. ■ A draft of the "Schematic Design Document(s)" shall be prepared for review by the City Staff and Stakeholders. ■ Draft design shall include a materials palette and a theme of development for proposed improvements. ■ Draft design shall include preliminary construction layout dimensions. ■ Draft design shall include a preliminary grading plan. ■ Following review and approval, the final draft of the "Schematic Design" shall be presented to the appropriate Boards and City Council. Shana Yelverton, City Manager March 12, 2006 Page 6 b. Prepare for submittal with the "Schematic Design," a preliminary Opinion of Probable Construction Cost based on current area, volume or other unit costs. C. Prepare corresponding recommendations for construction phasing for the park site. Increments of phased development will correspond to the City's park budget plans, or anticipated funding. d. Provide a colored rendering of the "Schematic Design Plan ": a printed and mounted copy, and a digital copy on CD. (5) Schedule. Professional Services to produce the optional phase of "Schematic Design Services" shall include a maximum of three additional meetings. Additional time, exclusive of pauses for City to schedule meetings, shall be eight weeks. (6) Compensation. Compensation would be an additional stipulated sum of $41,000. OPTION "C" 3D ANIMATED FLYOVER A. BASIC PROFESSIONAL SERVICES Shana Yelverton, City Manager March 12, 2006 Page 7 (1) The Park Site. All of Bicentennial Park shall be included, including the undeveloped western portion of the Park west of the drainage channel and east of Shady Oak Road. (2) The "Flyover" will include the final Schematic Design produced for the Baseball Complex on the west side of the Park. (3) The Architect's Basic Professional Services will be a media presentation of: ■ A computer - generated three- dimensional animated "flyover" of the "Schematic Design" of the entire Park. ■ Two development presentations would be made to staff members followed by two public presentations to groups or combined groups such as the Park Board, Stakeholders and City Council. ■ The City will be furnished a CD of the "Flyover" which may be shown, duplicated or used as "streaming video" on the City's website. (4) Schedule. Additional time to produce the "Flyover" would be four weeks following completion of the Schematic Design. (5) Compensation. Compensation would be an additional stipulated sum of $16,000.